Director of Operations

Job Description

Job Description

Department : Operations Job Status : Full-Time

FLSA Status : Exempt Reports to : Chief Administrative Officer

Positions Supervised : Manager of Facilities / Maintenance, Team Manager of Janitorial, Team Manager of Food services, and Manager of Administrative Supports Program

Amount of Travel Required : Moderate

Work Schedule : Monday-Friday 8 : 00am-5 : 00pm (flexible to agency needs)

POSITION SUMMARY

The Director of Operations is responsible for overseeing and optimizing the daily non-clinical administrative operation workflows as directed by the Chief Administrative Officer. The Director of Operations responsibilities include providing the leadership, management, vision necessary to ensure the agency has the proper operational efficiency and controls, developing administrative policies and procedures, managing budgets, supervising and training staff, implementing process improvements, leveraging data systems to enhance operational efficiency, analytic and reporting procedures, quality assurance and compliance, persons served satisfaction, maintain regulatory compliance (HIPAA, state, and federal standards), and support the organization’s mission of delivering high-quality behavioral health care. The Director of Operations may be asked to assist in other areas as needed to support overall operations, regardless of the specific role.

ESSENTIAL FUNCTIONS

• Oversees operational management issues, including the continued development and achievement of the business plan, budget and key performance indicators for all operations, review and analysis activities including condition of agency operations, profit / loss / costs, and forecast data to determine progress toward stated goals and objectives.
• Works with direct reports and Leadership Team to assist CAO with budget development. Works in tandem with the CAO / Leadership Team to coordinate, monitor, and make adjustments as needed.
• Champions a dynamic and healthy culture by driving quality improvement, revenue / profitability, compliance, and initiatives aligned with the agency’s goals and objectives; through a system of metrics and creating a culture of accountability.
• Monitors the budgeted productivity and expense projections and makes adjustments when necessary.
• Provides leadership in program development and review efficiencies of existing departments.
• Responds to community needs and / or industry trends to develop services.
• Serves on community committees and task forces as a representative of the agency.
• Act as an effective ambassador of Astra Mental Health and Recovery; works with internal / external partners.
• Develop and implement policies, procedures, and best practices to improve administrative efficiency and service quality.
• Evaluate administrative processes and recommend system improvements to enhance agency access to services.
• Attend and participate in applicable meeting(s) as needed to maintain regular communication between operations & administrative supports and other departments within the agency.
• Demonstrate cultural and linguistic competence.
• Approach interactions with individuals served and colleagues with a trauma sensitive lens.
• Support and actively promote the vision and mission of the agency and the philosophy of the strength’s perspective.
• Establish appropriate and professional boundaries with all individuals. Treat individuals with Dignity and Respect at all times.
• Consistently demonstrate the ability to work effectively within a team as well as individually. Ensure staff work as part of a team.
• Complete required reports, documentation and other paperwork in a timely fashion and according to procedure / protocol.
• Complete required agency and department trainings
• Other duties as assigned, both written and implied.

POSITION QUALIFICATIONS

KNOWLEDGE / SKILLS / ABILITIES

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5+ hrs / day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5+ hrs / day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs / day)

Physical Demands Lift / Carry

Stand (F) 10 lbs. or less (F)

Walk (F) 11-20 lbs. (F)

Sit (F) 21-50 lbs. (O)

Manually Manipulate (N) 51-100 lbs. (O with assistance)

Reach Outward (O) Over 100 lbs. (O with assistance)

Reach Above Shoulder (O)

Climb (O) Push / Pull

Crawl (O) 12 lbs. or less (F)

Squat or Kneel (O) 26-40 lbs. (O)

Bend (F) 41-100 lbs. (O)

SUPERVISORY RESPONSIBILITIES

Key supervisory responsibilities include :

Team Leadership

Performance Management

Resource Allocation

Decision Making

Communication

Hiring and Training

Compliance and Safety

WORK ENVIRONMENT

This position is essential to operations with an office-based work environment, primarily on site, some community involvement, and requires a flexible schedule. This position supervises individuals in multiple agency locations. Occasional travel between sites, partner agencies, and community events. Frequent interruptions may occur. Most interactions are with agency staff, people served, contractors, state and local entities. Minimal to moderate risk of exposure to aggressive and / or acting out (verbal and physical) people served. Position requires long periods of sitting, continual use of the keyboard and personal computer and / or speaking on the telephone. Ability to perform duties as required in a fast-paced office environment. The environment can range from quiet and steady, to busy, depending on the flow of individuals and the center’s schedule.