Center Operations Supervisor

Center Ops Supervisor

The Center Ops Supervisor, COS is an exempt role responsible for the day-to-day operational support of the center. This position works with the Director of Clinical Operations to ensure excellence in delivery and execution of daily operations. This position is responsible for schedule maintenance, Central Reach upkeep, authorization management, facility management, and hiring oversight. Administratively supports the Clinical Leadership Team in the training, mentorship, and supervision of employees.

Must be available Monday through Friday - 40 hrs, 7:30-3:30 or 8-4 depending on center needs

Pay: Starting at $50,000 - $55,000 Depending on experience

Responsibilities

Job duties and responsibilities include the following. Other duties may be assigned.

• Oversee reception: greeting families and team members, answering calls, receiving mail;
• Manage and maintain appropriate building access or security through accurate and current authorized pick-up, manage access control (approved guardian, and Team Member present in building);
• Rescheduling of services and managing communication of schedule changes, cancelation management: day of schedule changes, calling families, and Team Member callouts;
• Intake assessment scheduling support (and setup family portal as needed);
• Ensure CentralReach data elements remain updated and accurate. Examples may include schedule changes, timely conversion of appointments, pipeline dates in metadata fields, client and staff profiles, documentation management reports etc., daily.
• Payroll support: coding & timekeeping compliance, converting support, amending notes, etc.;
• Culture/Team Member relations: welcome new hires, support staff with basic needs, organize events, cover breaks;
• Center upkeep and functioning: ordering supplies, safety and compliance (drills, audits quarterly and annual), "leader of the facility";
• Works with facilities team to address center needs and coordinate vendor visits as warranted;
• Reportable Events reporting (Client, Caregiver, or Employee): assist with documenting and reporting as directed by the CD, DCO, Compliance, or Human Resource;
• Confidential document management: receiving and organizing client documents (intake, authorizations, insurance coverage support, Client Coordination of Benefits, and document collection;
• Confidential document management: Team member records (Licenses, Certifications, Credentialing records and correspondence) needed for maintaining employee's electronic file as needed;
• Provide basic tech support and inventory management;
• Provide basic HR support through on-boarding and off-boarding and time keeping tasks (i.e. Supporting HR and Training as needed, Training set-up, Final paycheck, collecting Team member document, conversion of appointments or accuracy of team members time records);
• Support CD as needed with coaching/corrective action documentation;
• Assist with Team Member certifications, application, and exams (payment and documentation as needed);
• Support marketing efforts and events (drop off brochures, take pictures, coordinate and set-up events, etc.);
• May support the authorization process (and Authorizations Team) as needed for specific payer requirements: TX Medicaid, TRICARE, ESSC, Catalight, RC, etc.;
• Support the Candidate interview process as determined by the Talent Acquisition team;
• Follow all policies and procedures, including but not limited to, confidentially and mandated reporting standards as set by the Clinical and Compliance teams.

Qualifications

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Skills: To perform the job successfully, an individual should demonstrate the following:

• Adaptability – Accepts and applies feedback. Adapts to changes in the work environment. (Different clinical settings, client changes, supervisor changes, etc.). Changes approach or method to best fit the situation within guidelines and direction from supervisor. Manages competing demands. (Prioritizing responsibilities)
• Professionalism – Arrives and begins work prepared and on time. Keeps absences within guidelines. Schedules time off in advance. Keeps commitments. Completes tasks within required guidelines. Displays positive outlook, pleasant manner, and professional appearance. Establishes and maintains effective relations. Works actively to resolve conflicts.
• Conflict Resolution – Confronts difficult situations. Encourages open communications. Keeps emotions under control. Maintains objectivity. Uses negotiation skills to resolve conflicts. Identify appropriate times and locations to discuss conflict.
• Commitment to Quality– Competent in required job skills and knowledge. Displays understanding of how their actions and job affects others. Exhibits ability to learn and apply new skills. Keeps abreast of current developments. Uses resources effectively. Looks for and takes advantage of opportunities. Pursues training and development opportunities. Seeks feedback to improve performance, asks for help when needed. Strives to continuously build knowledge and skills. Seeks increased responsibilities.
• Teamwork – Balances team and individual responsibilities. Contributes to building a positive team spirit. Puts success of team above own interests. Works cooperatively in group situations in commitment to changing the world for children with autism.
• Communication – Exhibits good listening and comprehension. Expresses ideas and thoughts respectfully in verbal and written form. Keeps others adequately informed. Selects and uses appropriate communication methods. Edits work for spelling and grammar. Presents numerical data effectively. Varies writing style to meet needs. Writes clearly and informatively.
• Problem Solving - Develops alternative solutions. Identifies and resolves problems in the early stages and solves in a timely manner. Displays willingness to make decisions. Exhibits sound and accurate judgment. Includes appropriate people in decision-making process. Supports and explains reasoning for decisions. Uses authority appropriately to accomplish goals.

Education/Experience: High school diploma or general education degree (GED); And 1+ years related experience or training in an operational support role preferred.

Language Ability: Read and comprehend simple instructions, short correspondence, and memos. Write simple correspondence. Effectively present information in one-on-one and small group situations to customers, clients and other employees.

Mathematical Ability: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.

Reasoning Ability: Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.

Computer Skills: Experience in Microsoft Office (Word, Excel, PowerPoint, Access, Publisher, Outlook, Chrome, Internet Explorer).

Certificates and Licenses: Have a current and valid CPR and first aid Certification.

Travel Requirements: Have reliable means of transportation. Meet requirements of our Motor Vehicle policy.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually unpredictable.

Physical Demands: While performing the duties of this Job, the employee is regularly required to sit; use hands to type finger, handle, or feel. The employee is frequently required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.