Operations Manager

Job Description

Job Description

Description:

General Description: The Operations Manager (OM) is responsible for overseeing Residential Aide Staff activities and responsibilities ensuring the facilities staffing and operations are coordinated and run consistently adhering to the requirements of the VA SH contract. In addition, the OM position incorporates the duties of the House Manager for each single site VA SH facility which includes: the responsibility for overseeing the day-to-day operations of the VA Safe Haven facility; supervising the Residential Aide staff and modeling healthy, supportive behavior and good coping skills for the clients and other staff. The OM ensures that clients have a safe, comfortable, and clean environment. The OM supports the Program Manager and Case Manager in assessing and providing resources to meet the needs of the residents. The OM is required to transport or arrange transportation for clients when necessary. This position requires availability 24/7.

Essential Duties and Responsibilities:

For all VA Safe Haven Locations:

• Ongoing knowledge of VA Housing and Safety requirements.
• Monitoring all SH locations to ensure compliance with VA regulations and housing standards.
• Coordinating with the Program Manager and executing safety training for the staff at the SH facilities in accordance with the VA inspection requirements.
• Monitoring, installing and/or replacing smoke detectors; inspecting fire extinguishers, fire alarms, and camera operations and required documentation.
• Completing minor repairs or improvement projects at the Safe Haven facilities.
• Reporting to the Program Manager and Deputy Chief of Emergency Services the need for outside vendors when improvements/repairs are required to any Safe Haven location.
• Resourcing and following up with recommended outside vendors for required improvements/repairs.
• Schedule includes serving as OM & House Manager during weekly day shifts at all three sites with schedule changing site location multiple times per week. And, bi-weekly using one 8-hour work day flexing hours to perform face-to-face supervision with each Residential Aide—this will require OM to meet for supervision with each employee during their applicable shift (8 am-4 pm, 4 pm-12am, and 12am-8am).

For Single Site VA Safe Haven Location:

• Ensuring a safe, supportive environment in which residents are treated with respect and courtesy in line with trauma informed care while assisting them in working toward mastering the skills necessary to live independently.
• Supervising and delegating tasks to Residential Aides through use of deployment sheets; documenting staff issues, ongoing performance evaluations, and annual performance reviews.
• Purchasing food and supplies; maintaining inventory and budgets for food and supplies; ensuring that facility is fully stocked, and clients have all their basic supplies and needs such as food, toiletries, laundry detergent.
• Evaluating and addressing minor household maintenance repairs and tasks; determining and scheduling purchase/repair needs of equipment and appliances and maintaining source vendors; overseeing agency vehicle maintenance and upkeep.
• Ordering Lyft, providing, or arranging with other staff, residential transport to appointments and other destinations per the Transportation Policy as necessary or approved.
• Overseeing the cleanliness and safety of the house by monitoring staff for ongoing completion of cleaning duties and conducting checks of residents’ rooms and general areas of the home for safety hazards; conducting and documenting monthly fire drills.
• Assigning and monitoring Veterans for completion of housekeeping tasks, consistent with personal space and hygiene cleanliness and weekly chore assignments and offering encouragement, modeling, and training when needed.
• Providing a “listening” ear for clients and facilitating conflict resolution; providing emergency intervention, including CPR and First Aid in response to crisis situations and following MCCH’s Protocol to address emergencies; documenting disruptive behavior or incidents involving police and/or emergency personnel on an Incident Report Form and submitting this form to all Management Staff.
• Reviewing and correcting (when necessary) Incident Report Forms completed by Residential Aides and submitting to Management.
• Reading and monitoring all Shift Log Notes and responding to any needs or concerns listed.
• Maintaining records such as staff time sheets, monthly schedule, shift log book, and filing. Approving staff timesheets in payroll system, making sure overtime hours are monitored and controlled; ensuring leave requests, sick time, and emergency coverage is approved per agency standards and alternative staff coverage is secured.
• Monitoring residents’ administration of medication and recording in the Daily Medication Record (DMR); Oversight and working in collaboration with the Lead Residential Aide to ensure following all protocols described in the Medication Policy and Procedures ; contacting staff to correct DMR and/or reprimanding staff for errors in monitoring or documentation; assisting with filling/refilling prescriptions and maintaining medication bins.
• Maintaining required documentation of nightly census records and correct uploading/filing of hourly log notes that document all important and relevant incidents and briefings at staff change.
• Filing and maintaining a supply of programming forms for staff use.
• Co-facilitating (with Program Manager) house and staff meetings.
• Participating in MCCH recreational activities with residents, as assigned by supervisory staff.
• Attending mandatory scheduled staff meetings and annual MCCH Staff Retreat.
• Representing MCCH in a positive and professional manner to residents’ families and outside organizations with whom the HOM comes in contact in person or by telephone.
• Other duties, as assigned.

Requirements:

Required Knowledge, Skills, and Abilities:

• High School Graduate or GED, along with supervisory experience, bachelor’s degree preferred.
• Experience working with clients with severe and persistent mental illness.
• Experience in facilities management in a similar environment.
• Ability to write routine reports and documents.
• Knowledge and experience in administering CPR and minor first aid.
• Ability to solve problems, negotiate and deal with a variety of concrete variables.
• Ability to work with tools and perform simple repairs.
• Ability to maintain fiscal and budgetary accountability.
• Valid driver’s license with good driving record and dependable vehicle.
• Advocate for homeless population.