Director of Operation

Job Description

Job Description

GENERAL DESCRIPTION:

The Director of Operations provides executive leadership, strategic direction, and operational oversight for all residential programs and support services operated by the organization. The Director of Operations is responsible for ensuring compliance with the Virginia Department of Behavioral Health and Developmental Services (DBHDS) Chapter 105 Licensing Regulations (12VAC35-105), Medicaid Home and Community-Based Services (HCBS) requirements, Human Rights Regulations, and all applicable federal, state, and local laws.

The Director of Operations oversees the quality, safety, financial performance, regulatory compliance, and continuous improvement of residential services while promoting person-centered practices that support individuals with intellectual and developmental disabilities (IDD), serious mental illness (SMI), and other behavioral health needs.

The Director of Operations serves as a member of the executive leadership team and works collaboratively with the Executive Director, Clinical Director, Quality Assurance Department, Finance Department, Human Resources, Nursing, and Residential Leadership to ensure excellence in service delivery.

ESSENTIAL FUNCTIONS:  

•       Develop a strong, collaborative team of Direct Support Specialists, Managers Assistant Managers to operate a high quality, multi-dimensional residential services program.

Ensure routine meetings of each assigned department, managers, and the entire staff.

•       Continuously convey the mission, vision and philosophy of the agency through formal and informal communication with all Angelic Place (AP) staff. Interface directly with direct support specialist and managers routinely as they perform their duties to provide direct instruction, coaching and modeling behavior exemplifying the agency’s beliefs.

•       Provide direct support and management staff sufficient to achieve the outcomes stipulated in the Individual Support Plans (ISPs) of individuals served and to ensure their safety and security at all times, Provide direct coverage in emergencies.

•       Maintain 24-hour on-call management coverage for all assigned departments.

•       Lead the team to develop, implement and oversee all activities supporting the operations of the programs, including the full implementation and documentation of the ISP of each person served.

•       Ensure that all residences, program locations, and vehicles for which the agency has responsibility are maintained in a safe, secure, and esthetically pleasing condition.

•       Recruit, evaluate, monitor, hire and terminate management staff. Provide supervision to direct report staff, including routine, individualized meetings to enhance communication and program operations. Ensure the initial orientation and subsequent training of all staff working in all programs. This includes the documented completion of all orientation activities, AP administrative, as well as state, licensure or Federal required training, and AP programmatic training, prior to the initiation of direct work with individuals served, as well as all required refresher training and training deemed necessary by the State.

•       Ensure the timely and accurate reporting of staff time and attendance including the review and approval of all assigned staff time records.

•       Ensure that all medical care required to maintain optimal health and the provision of services outlined in the ISPs of individuals served is done in a timely and thorough manner.

•       Ensure that all ancillary services, including plans, therapies or other services identified in the individuals ISP are made available to them in a timely and efficient manner.

•       Serve as primary liaison with providers, other agencies, individuals, and related services.

•       Staff and consultants and family members regarding administrative issues; except as stipulated by AP policy or as directed by the AP Director.

•       Promote AP to other agencies; educate and increase awareness on AP activities; participate in and implement assigned activities in the AP marketing plan.

•       Develop annual program budgets in collaboration with the other department leads and finance.

•       Submit all required billing information to the accounting department in a timely and accountable manner. Maintain the integrity of all billing supporting documentation in accordance with AP standards. Ensure that supporting documentation is stored in a secure manner and can be retrieved for review or audit in a reasonable timeframe.

•       Ensure security of individual’s funds and benefits through the implementation of agency policies and procedures and routine internal and external audits.

•       Ensure compliance with all funding, regulatory and accrediting agency’s quality standards and with AP Agency Wide Policies and Procedures, personnel policies and any other relevant policies and practices adopted by the agency including the use of the Practical Health system for recordkeeping for individuals.

•       Ensure that the AP admissions process is adhered to when considering new referrals for service. Ensure that all referrals are considered in a fair and objective team process and documentation of that process is maintained for each person referred.

•       Ensure all individuals served are free from harm at all times. Ensure that all incidents are reported to the required parties in a thorough and timely manner. Conduct follow-up activities, including investigations, in accordance with funding and licensing agency requirements and AP policies and procedures. Ensure routing of incident reports to AP safety committee.

Secondary Functions:

•       Serve as liaison to Employment, Residential and Day Director of Operations on issues related to individuals supported in both programs. Works cooperatively with other personnel as part of the management team.

•       Keep abreast of new and emerging concepts, strategies, and techniques in the fields of intellectual and developmental disabilities, particularly as it pertains to employment and day services.

•       Attend and participate in all relevant agency events, workshops, training, and meetings; and

•       Perform other job-related duties as assigned.

•       Ability to gain thorough knowledge of AP policies and procedures.

•       Ability to act as a representative of AP to the public.

•       Ability to provide 24/7 coverage for programs.

•       Knowledge of the principles, practices, and procedures of administrative management, and the ability to interpret them for the staff and the public.

•       Extensive knowledge of program practices and procedures.

•       Knowledge of budget preparation and maintenance.

•       Ability to keep all relevant parties informed of all major issues and programs and to recommend changes as appropriate.

•       Ability to supervise, plan, and coordinate the work of diverse staff in order to accomplish departmental goals and objectives.

•       Ability to establish and maintain effective working relationships with associates, subordinates, representatives from other agencies, and the general public.

•       Ability to use sound judgment when making decisions.

•       Skilled in the operation of relevant computer systems, including hardware and software, and office machines.

Education and experiences

•       Minimum five (5) years of progressively responsible leadership experience in residential, behavioral health, developmental disabilities, or healthcare services.

•       Minimum three (3) years supervising multiple residential programs or departments.

•       Demonstrated experience with Virginia DBHDS licensing and Medicaid-funded services.

•       Experience managing budgets, personnel, compliance, and quality improvement initiatives.

•       Must meet AP and funding jurisdiction current requirements for criminal background/records check.

•       A valid health certificate to meet current funding jurisdiction requirements is required.

Physical and Environmental Conditions:

·         Work requires no unusual demand for physical effort.

•       Work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices or meeting rooms, e.g., use of safe workplace practices with office equipment, and/or avoidance of trips and falls.

Angelic Place is an organization which provides care for individuals with Developmental/Intellectual Disabilities. Our main office is located in Fredericksburg, Virginia, however we have facilities located in Spotsylvania Stafford and Prince William Counties. We are licensed by the State of Virginia and are in compliance with the medical standards of the Department of Behavioral Health and Developmental Services (DBHDS). Our beautiful Single-family homes provide supports and services to individuals with Developmental/Intellectual Disabilities (DD and ID). We provide trainings in Human Rights, TOVA, Medication Management, ID Waiver, First Aid & CPR and much more.

Company Description

Angelic Place is an organization which provides care for individuals with Developmental/Intellectual Disabilities. Our main office is located in Fredericksburg, Virginia, however we have facilities located in Spotsylvania Stafford and Prince William Counties. We are licensed by the State of Virginia and are in compliance with the medical standards of the Department of Behavioral Health and Developmental Services (DBHDS). Our beautiful Single-family homes provide supports and services to individuals with Developmental/Intellectual Disabilities (DD and ID). We provide trainings in Human Rights, TOVA, Medication Management, ID Waiver, First Aid & CPR and much more.