Operations Director

Position Summary

To ensure the effective overall management of all CLA programs located in the Northwest, Southwest, or Central Region of the agency. In addition, The Operations Director oversees the coordination and administration of all aspects of the CLA program including planning, organizing, staffing, leading, and controlling program activities.

The position works with the direction and supervision of the Chief Operating Officer and the Chief Executive Officer in accordance with the functional precedents, practices, and policies of Valley Community Services.

Qualifications

Education/Experience: Bachelor’s degree in psychology, social work, special education or related field. A minimum of 5 years in the social service field and 1 to 3 years’ experience in a supervisory or management position with similar organizations.

Roles & Responsibilities

1 . Ensure the effective operations of all assigned residential homes and programs:

• Oversee the planning and delivery of the overall program and its activities in accordance with the mission statement and the goals of the organization.
• Develop long-term goals and objectives to achieve the successful outcome of the program, and ensure that action plans are implemented according to prescribed timelines and within budget
• Ensure that the program operates within the approved budget.
• Participate in budget development for the CLA Program
• Approve all purchase requisitions and expense invoices related to those program operations directly supervised under the CLA Director position.
• Attend and participate in administrative staff meetings, Residential Meetings, ARC meetings and participate in administrative decisions which are made at these meetings.
• Attend any Board of Director meeting as requested by the Executive Director.
• Participate in the development of new agency programs and/or expansion activities as requested.
• Participate in developing new initiatives to support the strategic direction of the organization.
• Monitor the program and recommend possible changes to enhance the program as appropriate.
• Communicate effectively by speaking, listening and writing in clear, thorough and a timely manner using appropriate and effective communication tools and techniques.
• Solve problems, assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
• Ensure that program activities operate within the policies and procedures of the organization.
• Ensure that program activities comply with all relevant legislation and professional standards.
• Help develop forms and records to document program activities as needed.

2. Employs and supervises all Program Specialists within the CLA facilities.

• Supervises all supervisory staff in the CLA Program by providing direction, input, feedback and disciplinary action when required.
• Chairs a weekly Residential Department meeting with all supervisees and invited guests. Prepare an agenda for all staff meetings, review minutes of all the staff Meetings’ minutes, and ensure distribution of the minutes to all appropriate individuals.
• Establish and implement a performance management process for all CLA program staff.
• Designs and participates in in-service training for all direct care staff according to their individual job descriptions, agency’s needs and state program regulations.
• Conduct employee work performance sheets with each Program Specialists under the CLA Director’s immediate supervision six months after being initially hired for that position and annually thereafter.
• Monitors the supervision of all direct support professionals through reviewing all written work performance evaluations and assessment, as well as being personally available to participate in work performance evaluations whenever deemed necessary.
• Review and sanction all disciplinary actions that the Program Manager takes to ensure it complies with all agency’s personnel policies, state, and federal provisions.
• Approves all personnel actions, including but not limited to, initial employment, transfers, promotions, major schedule changes, wage/salary changes, and terminations.
• In consultation with the HR Director, recruit, interview, and select well-qualified program staff.
• Implement the human resources policies, procedures and practices of the organization.
• Ensure that individual employee development and emergency succession plans exist for all supervisory and key technical staff member positions.

3. Ensure that all assigned facilities adhere to effective Admission, Utilization Review and Discharge Activities

• Monitors/coordinates and actively participates in meetings regarding all possible admissions or discharges.
• Assist in filling program vacancies as they arise.
• Follow up with Supports Coordination entities to ensure customer satisfaction with the admissions process.
• Coordinate and communicate with all interested parties regarding touring, arranging for day and overnight visits at the CLA facility.
• Arrange for the discharge of any inappropriately placed residents whenever it becomes necessary.
• When necessary, attend all meetings involving transfers, transitioning an individual, as the agency’s representative.

4. Create a person-centered environment in all assigned facilities that ensures resident welfare.

• Advocate for the rights of the individuals placed in the CLA Program and make sure that their health and safety needs are being appropriately met.
• Assure the social, emotional, and physical wellbeing of all residents whom reside in the CLA facilities.
• Report any suspected resident abuse to the Executive Director or their designee (Incident Management Coordinator). Is a member of the ARC Team.
• Make sure that all agency policies regarding fire safety and emergency procedures are implemented in accordance with the agency’s guidelines.
• Receives residents’ grievances and attempts to resolve each grievance to the satisfaction of all concerned and in accordance with agency policy.
• Listens to concerns that the Program Managers may have regarding the individuals’ health care needs and relay these concerns to the appropriate personnel.
• Focus on the individuals’ needs through anticipating, understanding, and responding to the individuals’ needs and/or expectations within the organizational parameters.
• Acts as the Administrator on Duty during all non-business hours unless otherwise designated.

5. Participate in development of Individual Program Plans and use of appropriate IPP Terminology:

• Assure that an appropriate individual assessment of each resident’s abilities and needs is completed in accordance with agency and state requirements.
• Assures that an ISP or IPP (when appropriate) is developed and implemented for each resident based upon the previously completed individual assessment of the resident.
• Emphasize the use of Intellectual Disabilities rather than the stigmatizing “Mental Retardation” phrase.
• Participate in the annual IPP team meeting.
• Listen to concerns that the Program Managers may have regarding the individuals’ program and inform the Program Services Director.
• Arrange for needed staff training on any programmatic issues that may have evolved from the individuals’ annual meetings.
• Participate in IM4Q visits with individuals in the CLA facilities when deemed necessary and appropriate.
• Participate in any CTA or PPRT meetings.

6. Ensure accurate and timely Program Records and Reports

• Review monthly fire drill documentation and report to the facility manager any issues with the fire drills or fire equipment (extinguisher, sprinkler system, alarms, etc.).
• Review and approve all Program Specialist’s time cards, travel reimbursement, and the performance reviews that they completed on their employees.
• Approve the Program Specialist’s requests for scheduled and unscheduled time off.
• Monitor over time of staff, food cost reports, and work schedules.
• Monitor submission of total resident occupancy/attendance record to the agency’s fiscal department, so that invoices can be submitted on a timely basis.
• Review all incident reports to assure that they are properly completed in accordance with state regulations and DOH standards.
• Conduct an Administrative Review on all submitted incident reports.
• Be an active member of the ARC team regarding agency’s incident investigations and administrative reviews.
• When requested, be a peer reviewer on agency’s incident investigations and administrative reviews.
• If requested, prepare any written reports regarding program activities for the Board of Directors.

7. Ensure Successful Consumer Involvement

• Serves as a liaison between staff/Program Managers and consumer when issues arise that cannot be resolved.
• Assure that important program information is communicated to consumer and family members through personal conversations, the Program manager, written letters, or in-face meetings with the parents.
• When appropriate, serve as a resource to consumers and family members seeking general information related to specific disability conditions.

8. Ensure effective compliance with all state regulations to maintain licensure

• Review state and federal regulations, as they change, to assure that program activities are in compliance with licensing requirements.
• Assist with the development of an internal agency evaluation plan.
• Participate in coordination of all state licensing activities, serve as the agency’s liaison during licensing recommendations.
• Help in the drafting of agency’s plan of correction to address any identified deficiencies.
• Help provide training that is needed to maintain compliance with state regulations and licensing recommendations.
• Monitors implementation of the agency’s proposed plan of correction to correct noted licensing deficiencies as outlined in the agency’s response to state licensing.

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