Operations Manager

The Operations Manager provides necessary services to administrative operations for the assigned program with a commitment to the mission, vision and values of the agency along with understanding and adherence to the BestCare Ethics Statement and all other regulations, policies and procedures. Responsibilities include supervision of the Administrative Support Staff and providing efficient, dependable, and timely support to the following: Program Director, Human Resources, Payroll, CQI, IT, Operations, and Billing staff using effective and effective administrative and operations best practices.

ESSENTIAL FUNCTIONS:

1. Provides complex and specialized administrative coordination in support of the BestCare programs while Interface directly with and serve as a liaison to HR, AP, CQI, IT, payroll, and COO staff;
2. Supervises the Program’s administrative support staff and ensures that the office services are efficient, ethical, consistent, and provide excellent customer service and back-up to the clinical teams;
3. Manages procurement on behalf of the programs including working with Central Office fiscal and operational staff, approved vendors, and oversees and monitors supplies and equipment;
4. Serves as the liaison with agency and contracted IT services and tracks the Program’s inventory of computers/laptops, agency-issued cell phones, portable hotspots (Wi-Fi), landline business phones, or any other IT equipment;
5. Oversees fiscal coordination with BestCare’s Finance Department, including oversight of petty cash management functions, completing weekly deposits, managing client payments, prepare PI contracts and ensuring payments and invoices are coded, prepared for approval and submitted per agency guidelines;
6. Performs local onboarding/outboarding of employees and interfaces with BestCare’s Human Resources related to personnel paperwork. Assists the Program Directors with coordinating advertising/recruitment with Human Resources;
7. Oversees safety initiatives, including participating in the agency-wide Safety Committee to ensure that all committee requirements are being met including orchestrating and documenting all monthly and quarterly safety drills;
8. Tracks and oversees building and vehicle maintenance, including the procurement of approved contractors in a timely manner. Ensures all documentation logs are completed, safety equipment, including PPE/Personal Protection Equipment are kept in stock, utilized properly, and completes documentation related to safety aspects.
9. Collects and logs all satisfaction surveys, critical incident reports, client grievance forms, once they have been reviewed by Program Directors;
10. Completes all record requests in accordance with HIPAA, CRF 42, and all regulatory guidelines;
11. Orders supplies from approved vendors and track expenses for Program/Services;
12. Verifies that all staff have applicable IT accesses appropriate for their positions and requests additional equipment or access, if needed;
13. Responsible for documentation of all supervision forms into tracker;
14. Oversees completion of monthly chart audits and ensures that they are entered into TEAMS folder;
15. Tracks and oversees all TB testing to ensure that it is happening upon hire and annually for all employees;
16. Oversee MOTS completion;
17. Responsible for initial new-hire and ongoing employee training completion and tracking for the Program;
18. Oversees and follows up with clinicians and other staff in a supportive role to ensure timely completion of documentation;
19. Reviews Program employee timesheets in electronic timekeeping system and prepares them for approval, as well as time-off requests while ensuring adequate staffing coverage;
20. Conducts other related duties and special projects as assigned by the Program Director.

ORGANIZATIONAL RESPONSIBILITIES:

1. Performs work in alignment with the BestCare’s mission, vision, values;
2. Supports the organization’s commitment to equity, diversity, and inclusion by fostering a culture of open-mindedness, cultural awareness, compassion, and respect for all individuals;
3. Strives to meet annual Program/Department goals and supports the organization’s strategic goals;
4. Adheres to the organization’s Code of Conduct, Business Ethics, Employee Handbook, and all other policies, procedures, and relevant compliance standards;
5. Understands and maintains professionalism and confidentiality per HIPAA, 42 CFR, and Oregon Statutes;
6. Attends required program/staff meetings and completes assigned training timely and satisfactorily;
7. Ensures that any required certifications and/or licenses are kept current and renewed timely;
8. Works independently as well as participates as a positive, collaborative team member;
9. Performs other organizational duties as needed.

QUALIFICATIONS:

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree in Business, Management or other related field or equivalent of
• Associate’s degree in Business, Management or other related field plus 2 years high-level, business administrative experience (in addition to the following experience requirement)
• Minimum of three years of previous high-level business administrative experience required
• Minimum of two years of staff supervision/leadership experience required

LICENSES AND CERTIFICATIONS:

• Must maintain a valid Oregon Driver License or ability to obtain one upon hire, and be insurable under the organization’s auto liability coverage policy (minimum 21 years of age and with no Type A violations in the past 3 years, or three (3) or more Type B violations)

PREFERRED:

• Bilingual in English/Spanish a plus

REQUIRED COMPETENCIES: Must have demonstrated competency or ability to attain competency for each of the following within a reasonable period:

• Demonstrated effective supervisory/leadership skills;
• Ability to build a positive, collaborative, high-performing team;
• Ability to enter client notes into electronic health records (EHR) in accordance with acceptable standards and regulations;
• High proficiency in MS Office 365 (Word, Excel, Outlook), EHR databases, virtual meeting platforms, internet, and ability to learn new or updated software;
• Strong interpersonal and customer service skills;
• Strong communication skills (oral and written);
• Strong organizational skills and attention to detail, accuracy, and follow-through;
• Excellent time management skills with a proven ability to meet deadlines;
• Critical thinking skills
• Ability to maintain strict confidence as required by HIPAA, 42 CFR, and Oregon Statutes;
• Ability to build and maintain positive relationships;
• Ability to function well and use good judgment in a high-paced and at times stressful environment;
• Ability to manage conflict resolution and anger/fear/hostility/violence of others appropriately and effectively;
• Ability to work effectively and respectfully in a diverse, multi-cultural environment;
• Ability to work independently as well as participating as a positive, collaborative team member.

TOOLS AND EQUIPMENT USED: Computer/laptop, copy/fax/scanning machines, printer, telephone or multi-line phone.

WORK ENVIRONMENT/PHYSICAL DEMANDS: The work environment is respectful, multi-cultural and inclusive, and the characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position requires the employee to dress in a manner that meets the standards for professional attire at Best Care or per department-or job-specific requirements (See Dress Code Policy in Employee Handbook). Other conditions/demands include:

• Primarily indoors (95%)
• Prolonged periods sitting at a desk and working on a computer/laptop, with occasional standing and walking
• Exerts force or lifts/carries up to 10-20 pounds at times
• Pushes/pulls 50-75 pounds occasionally
• Continuous use of arms, wrists, hands to perform repetitive tasks/motions
• Occasional grasping/squeezing and reaching above or below shoulder-level
• Must be able to hear alarms/telephone/audio/normal speaking voice
• Must have clarity of vision: Near (<20”); Mid (>20” to < 20’); Far (> 20’)
• Must be able to drive motor vehicle to perform job
• May be exposed to communicable disease