Director of Administrative Services

About the role

Provides a wide range of Human Resources and Business Office support to management and team members of the assisted living community. Offers advisement and oversight in conjunction with the Executive Director/General Manager on team member recruitment, progressive discipline, performance management, team member relations, and general business office and/or financial matters while facilitating positive relationships between directors and team members.

Responsibilities

• Supervises the concierge/reception area, ensuring proper training, coverage, management of performance, and compliance with company expectations.
• Administers the entire life cycle of a job candidate to separation of employment.
• Coaches directors on Human Resources best practices and all policies surrounding community-level recruitment, performance management, learning and development, and progressive discipline to promote a culture of continuous growth, team building, and development of employees.
• Deposits checks in the absence of the Executive Director/General Manager.
• Assists the Executive Director/General Manager by obtaining necessary information for the monthly Home Office Operations and Financial Report.
• Performs building tours as required in the absence of the Director of Community Relations.
• Takes on marketing calls from prospective families in the absence of the Director of Community Relations.
• Reviews and processes invoices in an accurate and timely manner while utilizing the PO system to track invoices and assists other departments as directed by Executive Director/General Manager.
• Maintains the master schedule for all departments and posts in designated area for NYS compliance.
• Orders and maintains inventory of office supplies, office machines, and staff uniforms.
• Completes monthly QA/council reports before deadline and attends quarterly QA meetings.
• Maintains a current and accurate Certificate of Insurance (COI) binder.
• Addresses resident billing inquiries in a timely manner.
• Generates and sends residents the Poverty Level letters.
• Runs PCC reports as needed.
• Reviews resident contracts for completion, inputs all data for new residents upon move-in stage, completes resident emergency card for apartment door (applicable for enriched housing communities), and creates resident file in specific format followed by sending necessary information to Home Office in a timely manner.
• Maintains current knowledge of system-wide and location-specific procedures, processes, policies, and operations while enforcing these policies throughout the community in concert with the department directors.
• Performs the full life cycle of the new hire process, ensuring complete and accurate completion of new hire forms to foster a successful onboarding.
• Performs new hire orientation, to include all requisite paperwork, while ensuring all new hires attend orientation. Assists and/or delivers mandatory in-services on other topics.
• Performs all required functions of NYS Criminal History Record Check (CHRC) and non-CHRC background processes in a complete and timely manner.
• Coordinates, promotes, and explains health and welfare benefit programs.
• Manages the Employee of the Month program.
• Ensures employee workers’ compensation incident reports are fully completed by supervisor and employee. Maintains appropriate follow-up with staff member and insurance carrier to keep claim exposure to a minimum.
• Maintains OSHA logs, submits required OSHA annual online reporting, and ensures all federal and state required postings are posted and current.
• Explains procedures to employees requiring leave, ensuring all paperwork is sent out, leaves are tracked, and return to work is facilitated according to various laws.
• As Health Commerce System (HCS) Coordinator, keeps role assignments up-to-date.
• Maintains records of staff licensing and certifications, validates licenses/certificates of new hires prior to date of hire, and sends necessary reminders prior to expiration date of licensure/certificate.
• Keeps accurate records of staff training as required by DOH regulations and company policy.
• Maintains a tickler system to track employee annual influenza vaccination status, 90-day reviews, annual evaluations, current physicals, and PPDs, sending monthly reminders of expirations and those coming up for review to department heads.
• Completes wage and benefit surveys as requested and completes verifications of employment/wage information in a timely manner as per policy.
• As the HR representative at that location, ensures confidentiality in regard to employee information/incidents.
• Performs necessary audits on files to ensure accuracy and compliance.
• Handles all aspects of payroll administration for the community, including entering new hires, terminations, employee information changes, preparing, processing, transmitting payroll, and running reports.
• Assists Executive Director/General Manager in reviewing and analyzing budget vs. actual report.
• Reviews weekly payroll reports with Executive Director/General Manager, when on-site and available, before accepting for final processing.
• Supervises the reception and concierge staff, including hiring, training, scheduling, disciplining, annual evaluations, and separations of employment. Responsible to cover shifts in person if coverage cannot be obtained.
• Performs weekly safety observations on direct reports and ensures each department head is conducting for their department.
• Ensures the reception/concierge staff is knowledgeable on all alarms and other systems and responds to calls professionally and in accordance with The Bristal marketing requirements.
• Maintains the master schedule for concierge/reception and posts in designated area/submits to Executive Director/General Manager.
• Assists/mentors new Director of Administrative Services (DAS) across other communities when needed.
• Attends and actively participates in daily stand-up as well as weekly department head meetings.
• Supports the management of the building in the absence of the Executive Director/General Manager.
• Creates and distributes to front desk the daily census report in the absence of the Executive Director/General Manager and Director of Case Management.
• Assists with various types of audits as necessary.