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 (ED)/General Manager (GM) 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.

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.

Schedule

Sunday–Thursday, 9:00 AM–5:30 PM

Responsibilities

• Coach 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 employee development.
• Deposit checks in the absence of the ED/GM.
• Assist the ED/GM by obtaining necessary information for the monthly Home Office Operations and Financial Report.
• Perform building tours as required in the absence of the Director of Community Relations (DCR).
• Take on marketing calls from prospective families in the absence of the DCR.
• Review and process invoices accurately and timely while utilizing the PO system to track invoices and assist other departments as directed by ED/GM.
• Maintain Master schedule for all departments and post in designated area for NYS compliance.
• Order and maintain inventory of office supplies, office machines, and staff uniforms.
• Complete monthly QA/council reports before the deadline and attend quarterly QA meetings.
• Maintain a current and accurate Certificate of Insurance (COI) binder.
• Address resident billing inquiries in a timely manner.
• Generate and send residents the Poverty Level letters.
• Run PCC reports as needed.
• Review resident contracts for completion, input all data for new residents upon move-in, complete resident emergency card for apartment door (applicable for enriched housing communities), and create resident files in a specific format followed by sending necessary information to Home Office in a timely manner.
• Maintain 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.
• Perform the full life cycle of the new hire process, ensuring complete and accurate completion of new hire forms to foster successful onboarding.
• Perform new hire orientation, including all requisite paperwork, and ensure all new hires attend orientation. Assist and/or deliver mandatory in-services on other topics.
• Perform all required functions of NYS Criminal History Record Check (CHRC) and non-CHRC Background processes in a complete and timely manner.
• Coordinate, promote, and explain health and welfare benefit programs.
• Manage the Employee of the Month program.
• Ensure employee workers’ compensation incident reports are fully completed by supervisor and employee. Maintain appropriate follow-up with staff member and insurance carrier to keep claim exposure to a minimum.
• Maintain OSHA logs, submit required OSHA annual online reporting, and ensure all federal and state-required postings are posted and current.
• Explain 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, keep role assignments up-to-date.
• Maintain records of staff licensing and certifications, validate licenses/certificates of new hires prior to the date of hire, and send necessary reminders prior to expiration dates.
• Keep accurate records of staff training as required by DOH regulations and company policy.
• Maintain a tickler system to track employee annual influenza vaccination status, 90-Day Reviews, Annual Evaluations, current physicals, and PPDs. Send monthly reminders of expirations and upcoming reviews to Department Heads.
• Complete wage and benefit surveys as requested; complete verifications of employment/wage information in a timely manner as per policy.
• As the HR representative, ensure confidentiality regarding employee information/incidents.
• Perform necessary audits on files to ensure accuracy and compliance.
• Handle all aspects of Payroll Administration for the community, including but not limited to: entering new hires, terminations, employee information changes, preparing, processing, and transmitting payroll, and running reports.
• Assist ED/GM in reviewing and analyzing Budget vs. Actual report.
• Review weekly payroll reports with ED/GM before accepting for final processing.
• Supervise the reception and concierge staff, including hiring, training, scheduling, disciplining, annual evaluations, and separations of employment. Cover shifts in person if coverage cannot be obtained.
• Perform Weekly Safety Observations on direct reports and ensure each department head conducts them for their department.
• Ensure the reception/concierge staff is knowledgeable on all alarms and other systems.
• Ensure reception/concierge staff respond to calls professionally and in accordance with The Bristal marketing requirements.
• Maintain Master schedule for Concierge/Reception and post in designated area/submit to ED/GM.
• Assist/mentor new Directors of Administrative Services (DAS) across other communities when needed.
• Attend and actively participate in daily stand-up as well as weekly Department Head Meetings.
• Support the management of the building in the absence of the ED/GM.
• Create and distribute the daily census report to the front desk in the absence of the ED/GM and Director of Case Management.
• Assist with various types of audits as necessary.
• Perform all other related duties as assigned by the Executive Director/General Manager or Home Office management.