Assistant Operations Manager bei None

Assistant Facility Manager

The Assistant Facility Manager oversees facility operations, staff supervision, and program support. This role ensures a safe, well-maintained environment, manages compliance, scheduling, and payroll, and actively supports staff in daily operations.

Essential Functions and Responsibilities: 

Program Oversite: Monitor and supervise the Program by being active on the floor, ensuring smooth daily operations.

• Conduct weekly group therapy sessions.
• Be readily available to support floor staff, assist with shift coverage and breaks, and foster a collaborative team environment.
• Assist with staff training and onboarding new hires, ensuring they are well-integrated into the team.
• Manage program scheduling, ensuring smooth coordination of activities and staff shifts.
• Ensure staff compliance with company portals, policies, and procedures.
• Take and distribute minutes for staff and program meetings.
• Regularly review and audit shift notes for accuracy and compliance.
• Assist with ADP and payroll processing to ensure accurate timekeeping.

Staff Leadership & Management 

• Hire, orient, train, and coach Behavioral Technician team members to ensure a cohesive, welcoming, high-performing team.
• Support and advocate for staff career development opportunities to support retention of talented and committed staff members.
• Directly manages Housekeeper and Behavioral Technicians.
• Assist in leading staff meetings for all shifts and participate in weekly Treatment Team meetings.

Shift Notes: Performs daily chart reviews to ensure group sessions are properly documented and being entered into the client’s electronic medical record in a timely fashion.

Facility Operations & Management: 

• Oversees and manages the day-to-day facilities duties: o Walks the facility daily and completes daily checklist (delegates to floor staff on weekends).
• Ensures the facility is safe and clean and “photo shoot” ready for clients.
• Manages facilities related vendors and/or repairs that are not provided by the Regional Property Manager or property owner.
• Schedule all facilities/property maintenance (cleaning of gutters, painting of walls, hydro-flushing of drains, etc. as needed.
• Complete various tasks related to facility and client operations such as vehicle maintenance/gas, mail, inventory, petty cash, outings, etc.
• Oversee housekeeping operations to ensure cleanliness and maintenance.
• Collaborate with the chef as needed to support kitchen operations and meal planning. o Ensures compliance with all CARF and DSS standards.
• Ensure that clients complete surveys upon admission, throughout their stay and upon discharge as well as having employees completes surveys at a minimum of twice per year.
• Complete monthly health & safety inspections, document findings, and submit reports to the company compliance consultant.
• Maintain and emergency drill schedule and conduct drills with proper documentation.
• Review psychiatric and therapy invoices against KIPU notes to ensure notes are completed the same day prior to submitting them for payment to E.D.
• Oversee facility tracking and invoice systems; review and provide updates to the Regional Property Manager.
• Compliance/CARF:
• Invoices

Review psychiatric and therapy invoices against KIPU notes to ensure notes are completed the same day prior to submitting them for payment to E.D.                 

Oversee facility tracking and invoice systems; review and provide updates to the Regional Property Manager.

Other Duties: Perform additional duties as assigned by Executive Director.

Required Competencies: 

• DEPENDABILITY- Employee can be counted on to complete assigned tasks in a timely manner with little supervision. Accepts responsibility when necessary to see that the job gets done.
• ATTITUDE - Demonstrates a cooperative, positive, and enthusiastic attitude toward fellow employees, clients, and visitors. Maintains a professional, calm and positive attitude in challenging situations and is helpful and courteous to all.
• ATTENDANCE AND PUNCTUALITY- Is prompt and on time for work, assignments and meetings.
• QUANTITY AND QUALITY OF WORK - Cares about the quality and accuracy of work being produced. Accepts responsibility for completing job tasks. Uses time productively and efficiently.
• CONFIDENTIALITY- Knows and follows confidentiality practices on a daily basis.
• COMMUNICATION SKILLS - Is effective in written and oral expression. Demonstrates proper telephone etiquette and able to communicate easily with clients, parents, referral sources, and visitors in an appropriate manner. Relates to clients and co-workers in a respectful and professional manner.
• CONDUCT - Conducts oneself in a manner consistent with the organization’s code of ethics and the profession’s code of conduct. Demonstrates and models professionalism.
• FLEXIBILITY - Responds well to changing situations or routines. Handles crisis calmly and professionally.
• JUDGEMENT - Able to exercise good judgment and discretion.

Education and Experience: 

• Required: First aid and CPR certification.
• Current driver’s license with an approved DMV report.
• At least two (2) years’ experience managing subordinate team members.
• Excellent verbal and written communication skills and the ability to establish rapport with a diverse range of individuals.
• Basic computer skills (word processing, spreadsheets, email, calendar, slide presentations, Internet, and EMR such as KiPu).

Preferred: 

• Bachelor’s or Master’s degree in career counseling, education, or a related field.
• Minimum of two (2) years’ experience in a residential treatment facility.
• Previous experience conducting regular group sessions.

Title 22 Requirements: Must meet one of the following combinations of education and experience:

• A Master’s degree in a behavioral science field plus at least one year of experience as a social worker in an agency serving children or in a group residential program; or
• A Bachelor’s degree plus at least one year of experience in an administrative or supervisory capacity over social work, childcare, and/or support staff providing direct services to children in an agency or community care facility with a licensed capacity of seven or more; or
• A 2-year Associate’s degree plus at least two years of experience in an administrative or supervisory capacity over social work, childcare, and/or support staff in such an environment; or
• A high school diploma or GED plus at least three years of experience in an administrative or supervisory capacity over social work, childcare, and/or support staff in such an environment.

Physical Requirements: 

• Ability to remain in a stationary position at least 50% of the time.
• Ability to lift and carry light objects and parcels (up to 25 lbs) as an incidental part of their job.
• Frequent movement throughout the facility, including stairs frequently.
• Regular use of a computer, phone and other office machinery.
• Frequently verbal communication with other employees, vendors, clients, etc.
• Must be able to drive a vehicle.

 Job Type: Full-time, Hourly, Nonexempt Reports to: Executive Director

It is our objective to achieve a drug-free workplace; therefore, any violation of our company drug policy will result in termination.

It is the policy of our company to be an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, gender information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access our resources to complete your application.