Assistant Administrator

2 weeks ago

Las Vegas, United States Nevada Hand Full time
Summary Duties and Responsibilities:

The Assistant Administrator is responsible for learning and understanding the role of an Administrator. This role is to assist the Licensed Administrator with the daily community operations. This includes monitoring to ensure resident health and functional care needs are met, and supervision of nursing, caregiving, housekeeping, maintenance, activities and life enrichment, food and dining, transportation, sales, and marketing departments within the community. The Assistant Administer is responsible for supervising their direct reports: Activities, Housekeeping, Maintenance, Reception, and ensuring sustained compliance with the State of Nevada regulatory requirements.

Essential Functions and Work Duties:

The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff. Additional work functions and duties may be assigned.

Regulatory Compliance: The Assistant Administrator must ensure sustained compliance with all regulatory requirements and be knowledgeable of the following laws, regulations, and programs, all-inclusive:

  • Nevada Revised Statues (NRS): 200 Crimes Against the Person, 426 Persons with Disabilities, 427A Services to Aging Persons and Persons with Disabilities, 422 Health Care Financing and Policy, 449 Medical and Other Related Facilities, and 654 Administrators of Facilities for Long-Term Care.

  • Nevada Administrative Code (NAC): 200 Crimes/Elder Abuse, 427A Services to Aging Persons, 441A Communicable Disease, 446 Food Establishment, 449 Medical and Other Related Facilities, 654 Administrators of Facilities for Long-Term Care.

  • Medicaid Services Manual (MSM), Chapter 2200 and Provider Types 57 and 59.

  • Low Income Housing Tax Credit (LIHTC) Program.

Human Resources / Personnel / Payroll:
  • Develop, train, and hire quality and compassionate staff by energetically leading, supervising, recruiting, evaluating, and counseling to create an optimal environment focused on teamwork and a culture of integrity, respect, resourcefulness, and curiosity.

  • Participate in recruitment efforts and work with company Recruiter to fill employment vacancies. Participate in the development and/or review of all community job descriptions.

  • Ensure employee personnel files are secured and contain all requirements met for each personnel as determined by the State of Nevada regulations and within the required timeframes.

  • Monitor staffing schedules for all departments and ensure labor is within budgetary expectations. Review monthly schedules prior to the first of each month to ensure adequate coverage and within budgetary expectations for all departments within the community.

  • Assist with 90-day and 180-day introductory reviews as well as annual performance evaluations.

  • Support HR in the completion of worker's compensation paperwork to ensure timely submission.

  • Conduct regularly scheduled staff "in-service" and document each meeting with sign in sheets, agenda, and support material. Maintain and retain records for 5 years.

  • Conduct and direct community leadership to perform check ins with each report to ensure goals are being met, to provide any resources available, check progression towards being an Ideal Team Player, and foster core values.

  • Maintain a good working relationship with community staff and promote HAND corporate culture.

  • Respond to staff concerns/grievances in a timely manner and document the date of concern and the date of resolution. Maintain staff concerns/grievances for the calendar year.

  • Conduct payroll reviews and approve all timecards. Provide variance reports and suggest corrective action for labor variances.

Resident Care and Services:
  • Ensure a safe environment where resident rights are preserved.

  • Conduct and/or assist Director of Wellness in performing resident health service evaluations (HSEs) of their overall health and functional care needs no greater than 30 days prior to move-in and at periodic intervals or when there is a change in services or functional status, i.e. change of condition.

  • Conduct Care Plan/Service Plan conferences with resident, resident representative(s), guardian, Medicaid caseworker, hospice provider, home health provider, and/or physician on a frequent basis as needed basis or dictated by change, no less than once a year.

  • Establish need for supplemental services and coordinate invoicing of additional program fees with community accountant and responsible party prior to implementation.

  • Conduct frequent periodic audits of the resident health service evaluations (HSEs), ADL logs, State ADL logs, and medication administration records (MARs) for accuracy and completeness. Ensure State ADL logs reflect that care and services as directed by the Medicaid caseworker Plan of Care.

  • Participate in the monthly Resident Council meetings when invited. Obtain resident council meeting minutes each month by the Resident Council Secretary and provide a written response to the minutes within 14 days if needed. Maintain and retain all records for at least 5 years.

  • Participate, if needed, in the monthly Rumor Has It, a meeting for residents to express concerns, voice kudos, upcoming changes, etc. Maintain and retain all records for at least 5 years.

  • Respond to and document resident concerns/grievances in a timely manner. Maintain lists of concerns/grievances for the calendar year.

  • Conduct an annual resident satisfaction survey and share the results with the Resident Services Committee with a plan for improvement.

  • Serve as the liaison, in conjunction with the Director of Wellness, between resident and care providers.

  • Report critical events immediately via telephone to the Licensed Administrator. Understand the process of completing required state notification to the appropriate state agencies as required.

  • Conduct a review and process the consulting pharmacy audits, at a minimum of twice per year, and ensure timely review, in conjunction with the Director of Wellness and the resident's primary care provider. Maintain and retain records for at least 5 years.

Physical Plant / Maintenance:
  • Ensure periodic maintenance tasks are performed, i.e. weekly, monthly, quarterly, and annually.

  • Assist with the selection of HSL-approved vendors. Conduct supervision and oversite of vendors providing services to and in the community.

  • Conduct, Review, and Respond to monthly and quarterly safety inspection reports.

  • Conduct, Review, and Respond to monthly Safety Committee meeting recommendations.

  • Conduct, Review, and Respond to monthly fire drills and ensure staff are knowledgeable of this requirement.

  • Conduct, Review, and Respond to monthly fire extinguisher inspections and ensure staff are knowledgeable of this requirement.

  • Conduct, Review, and Respond to monthly smoke detector inspections and ensure staff are knowledgeable of this requirement.

  • Ensure the community presents well and has curb appeal at all times.

  • Ensure preventative maintenance is completed, based on needs assessment.

  • Direct and/or coordinate any projects or maintenance items, as needed.

  • Perform walk-throughs of units, in conjunction with the Director of Community Relations and/or the Lead Facilities Technician, at time of move in and move out, and ensure proper documentation of apartment renovation and cleaning has been documented and completed.

Financial Management / Budgeting / Bookkeeping:
  • Meet or exceed overall community monthly budget expectations.

  • Assist with the preparation of the annual community budgets (Revenue, Labor, Operating, and CapEx).

  • Ensure the weekly census report is accurate in the document management system (Yardi) and process the weekly report to Accounting and VP of Assisted Living timely and accurately.

  • Ensure one-time charges are assessed to resident ledgers timely and in conjunction with the Accounting Department.

  • Ensure resident monthly invoices are accurate, distributed in a timely manner, and that all rent and fees are received and processed with the A/R Department every month. Complete a delinquent A/R report for any outstanding balances with payoff plan and submit report to the A/R Department and the VP of Assisted Living.

  • Meet weekly with direct reports to review departments that are over budget and make adjustments as necessary to meet or exceed financial goals.

Sales and Marketing / Public Relations:
  • Meet or exceed budgeted occupancy for the community.

  • Develop and implement a monthly marketing plan including outreach activities, networking, and/or special events in conjunction with the Licensed Administrator and the Director of Community Relations.

  • Establish a consistent tour route within the community and train other staff on giving a tour as a back-up when you are not available in the community.

  • Develop staff awareness of community tours.

  • Submit the weekly sales report to the VP of Assisted Living with all lead activity.

  • Ensure community staff are trained on how to process resident inquires.

  • Ensure lead activities and potential resident information has been entered in the document management system (CRM).

  • Attend health fairs to represent HAND Senior Living on our communities and services offered.

Resident Programing / Life Enrichment / Activities:
  • Assist the Activities Specialists with the development of a monthly activities calendar as directed by the NAC 449 regulations. Ensure that approved activities are empowering and engaging programing, and not passive and paternalistic.

  • Approve and post the monthly activity calendar ensuring calendar is professional, clean, and easy to read.

  • Assist the Activities Specialists in the development of a monthly newsletter that conveys warmth and community-life. The monthly newsletter must be professional in presentation and easy to read with resident-specific information.

  • Oversee all partners associated with the community and ensure appropriate paperwork is on file, including MOU, certificates of liability insurance, and any other appropriate documents.

  • Oversee community volunteer program ensuring volunteers have the required paperwork on file.

  • Monitor and track volunteer hours quarterly and submit required report to the VP of Assisted Living.

  • Monitor and track all transportation services utilized quarterly and submit required report to the VP of Assisted Living.

Quality Assurance:
  • Ensure consulting dietitian has completed periodic inspections. Review and complete follow-up on any recommendations made.

  • Frequently sample meals at the community and make adjustments to food products, plate presentation, and customer service in Food & Dining as needed.

  • Review all kitchen equipment and cleaning schedules to ensure sustained compliance in the Food & Dining Department.
  • Review the approved menu cycles and ensure these meet regulatory requirements.

  • Review & Implement a Plan of Correction (POC) for any items cited by Aging & Disability Services, the Bureau of Health Care Quality and Compliance with the VP of Assisted Living prior to implementation.

  • Review and participate in the development of any new or updated policies and procedures.

  • Ensure staff are trained on reporting an incident entering data into the document management system (EHR). All incident reports must be reviewed and approved by the Administrator. Ensure that all required notifications have been documented pertaining to the incident report.

  • Ensure required transportation inspections are completed on all HSL vehicles.

  • Review quarterly resident and clinical key metrics to ensure community meets or exceeds industry standards.

Professional & Personal Development:
  • Attend and participate in monthly operations meetings and contribute to agenda items and present on continuous improvement areas suggestions.

  • Attend Nevada Geriatric Education Center (NGEC) conferences to keep current on topics related to the senior living industry and to maintain licensure of continuing education units (CEUs).

  • Must maintain 16 hours of approved CEU credits every two years. Two of these CE units must be in professional ethics and two of the CE units must be in training concerning the statutes and regulations relating to residential facilities for groups. All CEU credits must be approved by the National Administrators Board (NAB) or by the Board of Examiners for Long-Term Care Administrators (BELTCA).

Other Functions and Work Duties:
  • Perform other duties as from time to time may be determined necessary for the well-being of the total operation.

  • Coordinate specific work tasks with other personnel within the department as well as with other departments in order to ensure the smooth and accurate flow of work and information.

  • Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or re-designed upon individual circumstances.

Qualifications and Skills Required:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
  • Must be 21 years of age or older.

  • Must possess a high school diploma or equivalent. A Bachelor's Degree in any healthcare-related field from an accredited institution of higher learning is preferred.

  • Must demonstrate the ability to communicate both verbally and in writing. Candidates will be requested to submit a writing example.

  • A minimum of four (4) years' management experience in healthcare.

  • Possesses a keen sense of business management, including financials, guided by a strong set of values and ethics. Prior business management and marketing experience is essential.

  • Must possess a strong set of values and ethics.

  • Prior business management and marketing experience.

  • Must have a current and valid ServSafe Food Protection Manager certification, or the ability to obtain within the first 30 days of employment.

  • Must have a current and valid CPR and First Aid certification through the American Red Cross, American Heart Association, EMS Safety, or similarity accredited vendor, or the ability to obtain within the first 30 days of employment.

Physical Requirements:
  • Stooping - frequently bending body downward and forward by bending spine at the waist, requiring full use of the lower extremities and back muscles.

  • Kneeling - frequently bending legs at knees to come to rest on knee or knees.

  • Reaching - frequently extending hand(s) or arm(s) in any direction.

  • Handling - frequently seizing, holding, grasping, turning or otherwise working with hand or hands.

  • Regularly required to use hand to finger, handle, or feel, reach with hands and arms and talk or hear using telephone, computer keyboard, and mouse while seated at a desk.

  • Able to sit at desk for extended periods of time.

  • Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

  • Medium work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

  • The worker is not substantially exposed to adverse environmental conditions.

  • This position may potentially be exposed to infectious diseases.
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