Assistant Executive Director

Vista Senior Living Management is the dedicated senior living division of our organization, focused exclusively on the operation and growth of senior living communities. With more than 30 communities across multiple states, we specialize in Assisted Living, Memory Care, and Independent Living. Our mission is to provide outstanding care rooted in compassion, humility, accountability, and a genuine commitment to the well-being of our residents. We strive to create communities where residents receive personalized support, families have confidence in their care, and team members are empowered to succeed.

About the Role

The Assistant Executive Director/BOM/HRD supports and supervises all Business Office functions within the facility, supports the Executive Director, and organizes all Human Resource functions in the community. This role manages resident financial files, billing activities, accounts receivable, accounts payable, and other administrative duties as assigned. Additionally, this role handles generalist Human Resources duties in the facility.

Responsibilities

Resident Rights

• Know and respect residents' rights.
• Ensure all protected health information is kept confidential.
• Report all complaints made by patients to supervisor.
• Report allegations of patient abuse, neglect, and/or misappropriation of patient property.

Safety and Sanitation

• Follow established safety policies and procedures.
• Ensure potential safety/health hazards are eliminated.
• Wear and/or use safety equipment and supplies when indicated and properly trained to use.
• Demonstrate job-specific knowledge of fire and disaster preparedness during drills or actual situations.

Staff Development

• Attend and participate in scheduled in-service training, educational classes, and meetings to maintain current certification as applicable.
• Participate in the QAA process as needed.

Assistant Executive Director Responsibilities

• Assist in the overall operation of the community.
• Ensure that care, services, and other activities are provided and conducted within applicable state and federal regulations.
• Plan all aspects of the community's operations, including budget planning, developing census goals, aiding in the development of strategic marketing goals and plans.
• Manage, monitor, and motivate staff to cultivate a positive working environment and a positive, comfortable, and home-like living environment for residents.
• Conduct ongoing performance assessment and provide periodic performance reviews.
• Work collaboratively with the Executive Director, Health Services Director, Sales and Marketing Director, and other key staff members to ensure continuity of care delivery to maximize resident and family satisfaction.

Essential Job Responsibilities

• Maintain working knowledge of required computer software and internet applications.
• Maintain resident and business office files, including uploading contracts, authorizations, state correspondence, monthly Medicaid verifications, and all financial documents into PCC.
• Assist with resident billing inquiries.
• Enter weekly tray service and ancillary charges into PCC.
• Ensure deposits and rent payments are received and deposited in a timely manner.
• Send monthly delinquent notices and follow established collection guidelines.
• Process resident lease renewal letters and notify clinical staff of upcoming authorization/waiver expirations.
• Ensure timely and accurate processing of accounts payable.
• Protect proprietary, financial, and resident information.
• Maintain strict confidentiality of all office records and restricted information.

Daily Business Office Tasks

• Run the PCC Action Summary to capture admissions, discharges, and changes; highlight, sign off, and save in the Month-End folder.
• Update the Rent Roll daily to reflect all changes.
• Enter authorization details into PCC, upload documentation with start and end dates.
• Clear the AR Dashboard daily, coordinate with clinical staff for DX, allergy, and clinical alerts.
• Check and return all voicemail messages; document all calls and follow-ups in PCC.
• Make deposits for amounts over $500; update Cash Tracker and save deposit copies per Eden Vista policy.

New Admissions

• Coordinate with the Admissions Director to confirm contract accuracy and correct entry rate.
• Complete all AR tabs in PCC within 24 hours of move-in.
• Ensure a Move-In DX is entered for each resident.

For Managed Medicaid Admissions

• Verify receipt of Managed Medicaid authorization.

Routine Business Office Tasks

• Review the Aging Report and track unpaid balances. Private-pay accounts not paid by the 10th require a collection call and documentation in PCC. Notify the Executive Director of overdue payments.
• Meet weekly with the Executive Director to review unpaid balances and missing authorizations; balances over 30 days must be reported to Eli.
• Meet bi-weekly with the Clinical Wellness Director to confirm census, resident returns, level of care charges, and POA contact updates.
• Review Managed Medicaid authorizations expiring within 30 days and coordinate renewals.

Month-End Tasks

• Prepare and mail private-pay statements between the 24th and 27th; confirm correct recipient (POA, family, resident).

Human Resource Director Responsibilities

• Recruit all positions from job fairs, career days, nursing schools, and other potential sources.
• Screen, interview, and recommend qualified applicants; conduct background and reference checks.
• Administer job posting program.
• Recommend special programs and incentives which support recruitment efforts.
• Consistently review and verify employees' licenses, certifications, Hepatitis B, and TB records to ensure they are current; maintain appropriate records.
• Track completion of performance evaluations.
• Ensure supervisors/managers provide accurate and timely performance appraisals.
• Serve as an employee advocate.
• Ensure employee personnel files are completed and employee information is kept private.
• Implement measures which ensure compliance with EEO guidelines.
• Monitor unemployment claims and participate in associated hearings.
• Monitor the disciplinary process for consistency.
• Respond to employee complaints.
• Advise department heads and supervisors on proper procedures regarding progressive discipline, termination activity, and performance reviews to ensure consistency in policy interpretation and application.
• Implement corporate programs and plans as directed.
• Plan, organize, and implement employee activities.
• Implement approved employee recognition programs.

Training Responsibilities

• Provide general orientation to new employees according to company policy.
• Provide a job description to each department head to help familiarize and train new hires to job expectations.
• Act as preceptor, coach, and resource person to help new employees get through their job-specific orientation.
• Assist in planning, coordinating, and conducting all required in-service programs and/or special training sessions in compliance with all applicable federal, state, and local laws and/or corporate requirements.

Compensation, Benefits, and Payroll Responsibilities

• Perform all daily, weekly, and pay period close responsibilities related to payroll processing.
• Review any reporting tools to ensure accuracy and make recommendations to change reporting as required.
• Maintain strict confidentiality of all employee data.
• Ensure timely and accurate submission of payroll.
• Update employee information for withholding of garnishments, benefits, child support, etc.
• Archive payroll information according to federal and state regulations.
• Process annual appraisal increases, if applicable, in a timely manner.
• Maintain records of vacation time, sick time, personal and funeral data, and attendance.
• Calculate and submit retroactive payments, holiday pay, vacation pay, and sick pay.
• Answer questions about pay, overtime, and other payroll issues.
• Record worked time, jury duty, and other time by appropriate categories.
• Enroll new employees into time clock when required.
• Review and verify the following payroll reports: Payroll Journal, Cash Requirements Report, Employee Labor Distribution Report, Employee Shortfalls Report.
• Assist in developing market adjustment proposals.
• Assist in effectively communicating new and existing benefits programs and policies and procedures.
• Report terminations timely to ensure proper COBRA notification is given.
• Ensure all employees receive benefit packets during the probationary period.
• Ensure that all employee benefit packets are submitted timely to benefits providers for enrollment/terminations.
• Ensure that the annual open enrollment is available for all employees to attend and that all benefit information is shared with employees.

Safety Responsibilities

• Coordinate and/or provide safety training and education programs for new employees.
• Develop, promote, and sponsor employee awareness and involvement programs.
• Prepare staff for federal, state, and local government inspections.
• Educate safety committee members of current and potential issues which increase risk for accidents and injuries.
• Perform regular, scheduled safety inspections.
• Perform weekly walk-through inspections and identify high-risk areas.
• Coordinate and co-chair safety committee meetings.
• Identify and recommend alternative equipment, supplies, procedures, processes, etc., to prevent future injuries or accidents.
• Provide documentation of safety inspection findings to the necessary parties.
• Provide hazard communication programs and environmental monitoring including SDS sheets.
• Assure compliance with policies on safety rules, safety discipline, etc.
• Participate in developing and updating safety policies and procedures and maintaining required records and reports as outlined in our safety manual.
• Investigate all reported injuries/accidents within 24 hours of occurrence.
• Notify Work Comp Carrier and appropriate corporate staff for work-related incidents.
• Monitor injured employee health status weekly.
• Monitor work-related injury medical records and bills.
• Coordinate return to work by identifying job accommodation opportunities.
• Maintain OSHA recordkeeping.

Supervisory/People Management Responsibilities

• Assist in planning, coordinating, and conducting continuing education programs and special in-service training sessions relevant to the