Associate Executive Director, Operations

Summary: The Arc of Union County Inc. is a leading provider of Person-Centered services to individuals with intellectual and developmental disabilities through various services and programming. Under the guidance of the Executive Director, this senior management position is responsible for Planning, directing, coordinating, and overseeing day-to-day operations activities in the agency, oversee the annual budgeting development process, ensuring development and implementation of efficient operations and cost-effective systems to meet current and future needs of the organization. The Associate Executive Director, Operations is responsible for managing overall daily administrative and operational management activities of all agency operations and assists in the growth and ongoing operational success of the agency's business initiatives. The Associate Executive Director, Operations is responsible for setting guidelines and objectives, managing budgets and timelines, coordinating with directors, researching new business opportunities, building positive relationships with potential business partners, and developing strategies to optimize overall operations. Associate Executive Director, Operations directs organizational structures and processes to ensure that the agency's objectives are met. The incumbent is responsible for assisting in overseeing the overall work taken up by the agency, and creating strategies that aids the agency in marketing its services. The incumbent is responsible for assuring correct information is provided for the budget development and manage the established budget. The Associate Executive Director, Operations is responsible to ensure that all services are guided by person-focused values, address the holistic needs of individuals served, and reflect the mission and goals of the agency. The Associate Executive Director, Operations is responsible for facilitating agency preparedness toward External Administrative Audits for licensure certifications including Office of Licensing audits, Adult Day Habilitation Certification Review, Section 14(C) of the Fair Labor Standards Act Audit, DVRs Administrative Reviews, HUD Management Occupancy Administrative Reviews, etc. The incumbent will develop programs, operational plans, standardized operating systems, policies and procedures and monitor the effectiveness and quality of service delivery. The Associate Executive Director, Operations will provide leadership, supervision, direction, administrative oversight to the Executives under capacity, Directors and will oversee a high level of quality program administration and management throughout the agency business operations infrastructure including Residential Services, Adult Day Services, Workforce Development and Employment Services/DVRs, Children Services including Early Interventions, Family Supports (After Work, After School, Recreation, Camp, Respite) Facilities/Maintenance and IT.

The Associate Executive Director, Operations assumes organizational oversight responsibility in the absence of the Executive Director as directed. This position functions as a member of the Executive Team and is responsible for assembling and training management-level operational management staff teams, performance evaluations and personnel actions.

This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated trainings and a minimum of 12 Hours of Professional Development completed annually.

This position requires that information related to service recipient, employee, program operations, agency is handled, channeled, managed and delivered professionally to the appropriate and right personnel or party consistent with agency and department policy. Any misuse, mismanagement, etc. of information obtained, accessed, discussed, or provided to position may result in removal from managerial role or position capacity.

Skills: This position requires excellent interpersonal skills with ability to collaborate and build a consensus in a high-pressure environment, and conceptual skills. Excellent organizational skills and attention to detail. Extensive knowledge of the principles, procedures, and best practices in the industry. Assertive, Analytical, Strategic, Tactful, Collaborative, and Transformative. Ability to set overall day to day operations strategy and drive process improvement. Proficiency in programmatic, administrative, and operational technical skills relative to Division of Developmental Disabilities (DDD), NJCAT Assessments, Community Residences, Community Care Waiver (CCW), Day Habilitation Programming, Supports Program, Division of Vocational Rehabilitation Services (DVRs), Housing and Urban Development (HUD) Entities, and Center for Medicaid Cervices (CMS) New Jersey Department of Health (NJDOH) Children Services, New Jersey Department of Children and Families organization models. Demonstrated strong leadership, supervisory skills, and insight to lead and develop others. Proven record of accomplishment as a team leader with an understanding of operational management practices. Ability to exercise a high degree of initiative, sound judgement, discretion, and managerial decision-making skills. Ability to solve management issues and direct numerous and varied operations simultaneously. Demonstrated project and budget management skills. Ability to review and assess the operational and financial viability of new and existing contractual agreements and proposals. Ability to review and analyze financial statements, Capital and Expense reports, and budgets. Exceptional budget, analytical, and financial abilities. Proficiency in hiring and training senior management staff members. Exemplary skills in staffing, planning, controlling, communication, and organizational skills. Ability to utilize organizational databases. Ability to implement effective group and inter-group work, monitor group-level performance indicators, ability to design performance measure management platforms, risk management, diagnose and resolve problems within and among work groups. Ability to execute fiscal discipline, organizational plans, inspire and provide guidance to senior staff. Ability to initiate and execute managerial decisions and actions.

Qualifications: Minimum of a master's degree in business administration (MBA) required, or Master of Science in Administration degree (MSA), Master of Public Administration (MPA) required. Ten years of extensive experience as a senior executive with full day to day operations responsibility, and accountability for Finance, Residential and Multi Facets of Adult Day Services programs, Employment Programs for adults with intellectual/developmental disabilities/Human Services; Social Services is required. Ten years of progressive management experience working with people with I/DD, at least seven in a supervisory role including frontline, middle level, and at a senior or administrative level; and extensive knowledge in the design and supervision of programs serving individuals with I/DD, development of staff, and the application of fiscal and qualitative standards. Ten years multi-team management experience and successfully managing analytically rigorous organization operations initiatives. Experience in fiscal planning, analysis, and management principles. Proven budgeting experience, Income Management responsibility and knowledge required. Thorough knowledge, proficiency, demonstrated ability and proven success in business planning and program development, and mobilization of resources. Experience in grant proposals, investment and designing of controls and Standardized Operations Systems. Multi-Service Proficiency in Hands-on operations management. Knowledgeable and proven success in NJCAT assessment process and fee for service formularies, Operations of Community Residences of I/DD, Community Care Waiver, Center for Medicaid Services, Operations of Adult Day Programs for IDD, Supports Programs. Proficiency and proven success in N.J.A.C. 10:44A Office of Licensing Standards and Certification Process, Adult Day Habilitation Certification, Vocational Rehabilitation Services/Certifications, New Jersey Department of Health (NJDOH) Children Services, New Jersey Department of Children and Families, HUD Affordable Housing Entity Management, CARF Accreditation, etc. Strategic thinking, honesty, and ethics in business dealings.

Major Position Responsibilities

Implement insight vision from the Chief Executive Officer.

Maintain a working knowledge of all phases of operations, organize, direct and provide support to operations throughout the business. Maintain knowledge of emerging technologies and trends in operations management.

Oversee the development of Operational Plans and assist the Executive Director in strategic planning and governance issues.

Define and implement operations strategy, structure, and processes.

Establish, implement, and communicate the strategic direction of the organization's operations division.

Participate on the Executive-led team that creates the organization's overall vision, mission, values, beliefs, and strategic goals while supplying expertise and guidance on operations projects and systems.

Participate actively and provide expert assistance in the strategic development, implementation, and operation of the agency's business operations practices and procedures. Lead and/or serve on agency's committees focused on strategy and operational policy.

Assume organizational oversight responsibility in the absence of the Executive Director as directed.

Establish, communicate, and implement operations-related policies, practices, standards, and security measures to ensure effective and consistent support and execution.

Provide leadership in the execution of administrative policies, procedures and programs to implement all general organization policies.

Build, develop and effectively manage executives under capacity, operations directors and their respective teams, optimizing individual and team performance through effective leadership, mentoring, and training.

Provide technical direction, guidance, mentoring, and training to functional and operational executives, directors, and management.

Provide orientation to executives, directors to assure their efficiency and relevancy to their role and their understanding of corporate practices.

Conceive and/or facilitate changes on organizational policy and procedure as appropriate.

Oversee and assist in budget development, monitor budget use, assure that resources are utilized within the framework of the approved budget; recommend budget modifications as necessary to assure effective and efficient service delivery.

Oversee the quarterly and annual budgeting process and P&L activity.

Set operational priorities and manage resources relative to operational goals and budgets.

Manage the Master Employee Control Position Numbers and operational structures relative to the approved budget.

Promote fiscal discipline by controlling utilization of resources.

Provide guidance to the office of Finance Services on matters related to the financial effects of agency initiatives on existing resources, alignment with strategic and operational priorities of the agency and opportunities to enhance revenues and decrease expenses.

Provide leadership regarding the processes, planning, implementation, and monitoring of financial management systems, internal controls, policies and procedures of the agency to ensure assets are safeguarded, accounts are efficiently and appropriately maintained.

Provides insight in internal auditing as necessary and oversight in the monitoring of Agency Bank Accounts Activities and Statements.

Develop strategies and ensure maximum efficiencies in the utilization of human and financial resources.

Design performance measurement and management systems, monitor performance to proactively identify efficiency issues and propose solutions.

Direct and measure progress in order to make changes to increase efficiency.

Develop tactical plan and oversee implementation of operational and strategic plans.

Design/Develop operational staffing schedules for all programs to enhance effective and efficient service delivery.

Direct the development, implementation and execution of key revenue-generating partnerships, programs and initiatives.

Develop new programs relative to the organization's operational and strategic plans. Integrate new growth opportunities into the agency and its operations.

Work with department heads to enhance existing services, develop new services, and manage expenses.

Pursue funding opportunities to enhance agency's operational services and values.

Establish with the leadership teams long-range plans for the expansion of programs and services, in accord with overall agency objectives.

Plan, implement and manage special projects.

Plan, host and facilitate external auditors' administrative audits and program audits/inspections including Office of Licensing, Adult Day Habilitation Certifications, DOL Wage and Hour Division Special Minimum Wage Rates under Section 14(C) of the Fair Labor Standards Act Audit, DVRs, HUD Management Occupancy Administrative Reviews, etc.

Develop and submit Plan of Correction Responses as necessary to external auditing entities on behalf of the agency for the successful certification of programs.

Provide leadership for the positive resolution of conflicts between service areas and elimination of barriers to the delivery of the highest quality of services.

Facilitate intra/inter departmental meetings to provide leadership, support and direction to management and staff, and identify individual and programmatic needs.

Identify training needs, proper training is developed and provided. Assure the provision of training resources and staff development opportunities for all assigned staff.

Responsible for supplier/vendor qualification audit and inspection management.

Develop collaborative partnerships with business and industry, government officials, educators, community-based organizations and the community-at-large.

Represent the agency in the community and at local/state/national meetings or workshops as assigned or as necessary.

Meet with special interest groups or individuals on behalf of Associate Executive Director, Operations as directed.

Market the agency at local, state and national levels as applicable.

Identify recommend, and implement new processes, technologies, and systems to improve and streamline organizational processes and use of resources and materials.

Assure operational decisions and project plans such as those for staffing, development, organization, material efficiency, hardware acquisitions, etc. are in line with the organization's business plan and vision.

Review and approve cost-control reports, cost estimates, and staffing requirements for projects. Establishes and administers budget.

Establish and implement appropriate management controls to assure effective and efficient use of agency resources including staff, fiscal and equipment resources.

Assure that all program sites and equipment are maintained in a manner that provides safety and comfort to all individuals served and staff. Promote a safe, secure, and dependable environment.

Develop effective inter/intra communications' systems and methods to ensure the appropriate and timely flow of communications throughout the organization as they pertain to Residential Services, Adult Day Services, Healthcare Services, Behavioral Services, Transport Services.

Develop standard operating systems to assure consistency and efficiency in the operation of programs, completion of required documentation/records, and administrative assignments pertaining to individuals served, programs, staff and agency administration in accord with agency standards, and other Quality Measures including Community Care Waiver, Center for Medicaid Services, Supports Program, Office of Licensing, Adult Day Habilitation, DOL Wage and Hour Division Special Minimum Wage Rates under Section 14(C) of the Fair Labor Standards Act, Vocational/Supported Employment, HUD CARF Accreditation, The Council on Quality and Leadership etc.

Chair Ad Hoc Committees including the Residential Services Committee Meetings, Adult Day Services Committee as well as Residential Admissions Committee Meetings, Vocational Admissions Committee, HUD Boards as appointed/directed and oversee the facilitation of Residential Parent Support Group Meetings, among others.

Attend and participate in all meetings, conferences/seminars as assigned or as necessary for successful completion of agency and department goals.

Provide insight for the implementation of Supports Manual, Community Care Waiver standards etc.

Develop and oversee data collection, storage and application in both internal and external use.

Review operational incidents as necessary, provide report and/or report the incident(s) to appropriate authority as applicable.

Ensure that agency property is at acceptable status and competitive standards.

Prepare and present Executive Report to the Board of Directors as directed.

Brief the Executive Director regularly on agency operational matters, among other topics.

Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited. The agency uses various IT systems to detect these activities.

Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, Office of Licensing, Licensee or any other duly authorized person regarding the care and service given to individuals served by this Agency.

Employees who may encounter individuals served shall be subject to and comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency's employees. Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person's position and the person's employment shall be terminated.

This is an administrative position. You are required to communicate abrupt absence directly to your supervisor/operations management team and verbally handover (not necessary physically) capacity to your supervisor for the smooth operation of agency, programs, and the safety and wellbeing of the service recipients. This position requires four (8) weeks' notice prior to leaving on resignation.