Job Description
Job Description
Responsible for the organization and management of daily operations, with primary attention and focus on facilities operations and maintenance, Health & Safety responsibilities, and staff management. Assists the Program Director in providing direct training and oversight to operations staff to ensure that services are being delivered in a manner consistent with best practices, organizational standards, and applicable regulations.
When necessary and within the scope of the employee’s training, credentialing, and assigned duties, the Director of Operations may support psycho-educational and/or process groups and related documentation.
The Director of Operations will report to the Program Director.
o Provide direct customer service that is in keeping with facility standards.
o Execute sound time management and prioritize tasks to ensure multiple responsibilities are completed accurately and timely.
o Demonstrate ability to learn new policies, procedures, and operational standards and relay them to the team effectively.
o Take initiative in identifying program and staff needs and execute plans once approved.
o Be available and flexible for changes in daily routine and operational needs related to scheduling and coverage.
o Maintain client confidentiality according to legal and ethical boundaries, including HIPAA and other applicable privacy laws.
o Maintain appropriate professional boundaries with both clients and staff.
o Complete shift notes and required documentation that meets both qualitative and quantitative standards, as applicable to assigned duties.
o Demonstrate ability to develop and maintain trust and rapport with clients on a consistent basis.
o Communicate with staff and the management/leadership team in an effective and professional manner.
o Maintain knowledge of all current company policies and procedures.
o On occasion, engage in marketing/networking activities and represent the interests of the facility professionally.
o Provide direct training to operations staff, including new hire orientation, ongoing training, and performance improvement.
o Work with the Program Director to make decisions for operational activities and support strategic goals; plan and monitor day-to-day operations to ensure smooth progress, effective action plans, and regular maintenance.
o Staff scheduling and coverage planning.
o Support management of operational support staff, including clinical support technicians and other assigned staff (may include nursing support staff such as LPNs if applicable to the program structure).
o Participate in hiring of new staff as needed, in coordination with leadership and Human Resources.
o Regularly evaluate the efficiency of business procedures according to organizational objectives and apply improvements.
o Manage procurement processes and coordinate material and resource allocation to support facility operations.
o Manage allocation of support processes and organize them to enhance customer/client satisfaction (e.g., transportation coordination, drug screening coordination, medical services coordination, etc.).
o Manage relationships/agreements with external partners/vendors/laboratories/medical providers/pharmacies as assigned.
o Ensure the company operates with legality and conformity to established regulations and organizational standards, including maintaining supplies and operational items necessary for safe facility operations (e.g., office supplies, fire extinguishers, furniture, house maintenance, vehicle maintenance, drug testing supplies, clinical curriculum materials, and house supplies).
o Serve as a primary point of contact for operational vendors (e.g., drug testing laboratories, physician offices, pharmacies) as assigned.
Health & Safety Responsibilities
o Conduct monthly Health & Safety rounds at the facility and document all findings on the corresponding checklist; report findings to leadership and the Performance Improvement (PI) process as required.
o Schedule and conduct emergency drills at the facility and ensure required documentation is completed.
o Report any findings related to Health and Safety and facility concerns promptly to the Program Director and PI Committee (or assigned leadership group).
o Report issues weekly, monthly, and quarterly (as needed), consulting with the Program Director and implementing corrective action plans.
o Assist in the development and implementation of facility-wide safety policies and procedures.
o When applicable, provide educational programs for staff related to Health & Safety issues.
Skills, Knowledge and Competencies Required
o Knowledge of substance use disorders, mental health, family systems, and recovery resources in the community (preferred).
o Demonstrate ability to multitask and manage multiple moving parts throughout facilities operations, clients, and staff needs.
o Demonstrate the ability to facilitate problem resolution when necessary.
o Fully understand and maintain policies regarding professional ethics, including appropriate boundaries and patient confidentiality.
o Strong knowledge of appropriate personal and professional boundaries, a consistently positive attitude, and the ability to deal with difficult, uncertain, and stressful situations in a professional manner.
o Ability to communicate clearly with clients, staff, peers, supervisors, and stakeholders.
o Basic knowledge of referrals, both in and out of the organization.
o Knowledge of company operations and processes.
o Must be competent and able to plan a variety of operational activities.
o Demonstrate leadership ability, including identifying efficient ways to provide quality client care support and navigate daily operational needs.
o Ability to communicate clearly with clients, staff, peers, supervisors, and external resources/vendors.
Minimum Qualifications
Following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act (ADA). Specific qualifications may vary based on assignment.
o Valid driver’s license required only if driving is an essential function of the role. If driving is required, the individual must be eligible to drive for company business and meet organizational insurance/driving requirements.
o CPR/First Aid certification required; obtain upon employment (if not current) and maintain current thereafter.
o Registered/Certified Drug and Alcohol Technician/Counselor (if required by the program and job assignment). This requirement may be modified based on scope of duties and facility needs.
o Ability to meet job-related pre-employment requirements, which may include a background check and drug screening, where permitted by law and consistent with company policy.
o Post-offer, job-related health screening may be required where permitted by law and consistent with company policy (e.g., TB screening, immunization verification, or other screening required for client safety and regulatory compliance).
o Develop computer skills adequate to perform word processing and documentation duties upon employment.
o Vision, hearing, manual dexterity, and hand-eye coordination must be adequate for performance of job duties, with or without reasonable accommodation.
o Able to sit at a desk, use keyboard, write, and physically perform other job duties.
o Able to move about the facility to observe clients, staff, and operations.
Modality Specific Job Responsibilities duties may vary based on assignment. Employee shall receive, concurrent with this job description, the specific orientation necessary for their specific job.
The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements which may be inherent in this position.