Administrator (DOO) - Flat Rock Community Services

The Administrator at Flat Rock Community Services (FRCS) plays a crucial role within the Senior Leadership Team, which is headed by the President/Chief Executive Officer.

Reports to: President/CEO

Location: Based in Flat Rock, Ohio (Bellevue area; NE Seneca County), but oversees various program locations (currently Seneca, Sandusky, Erie, Huron, Ottawa, Crawford, and Lorain Counties). While there’s some schedule flexibility, this is a critical position requiring on-site work at program locations. Local workday travel between programs is required with occasional regional, workday travel for meetings, events, conferences and/or to assist with consumer needs throughout northern Ohio. Mileage reimbursement is provided for all company-related travel. Overnight travel is extremely rare and voluntary.

Schedule: Salaried, Monday – Friday, office hours, but occasional emergency calls/messages may be after hours. Ohio Department of Developmental Disabilities (DODD) and Medicaid requires the Administrator to have 24/7/365 program responsibility. A designee can cover this when the Administrator is on vacation, ill, etc.

Overview: Directs FRCS’s daily operations and oversees staff serving FRCS consumers with intellectual/developmental disabilities. Designated as the Director of Operations (DOO) of FRCS as per section 5123-2-08 of the Ohio Revised Code for Provider Certification of Agency Providers. Ensures FRCS complies with Ohio DODD and Medicaid Certification standards and regulations as an agency provider of waiver services. Inspires and leads staff with positivity, involving them in the organization's mission, vision, values, and strategic goals.

Supervision and Oversight: Responsible for overseeing FRCS's direct services functions, including administration, training, Home and Community Based Services (HCBS) including Homemaker and Personal Care Services (HPC) in group homes and on a drop-in basis, remote support services, and adult programs like Adult Day Support and Non-medical Transportation. Provides direct supervision to program directors, Quality Assurance Coordinator, supervisors, and RN/Trainer. Provides indirect supervision to direct/remote support professionals, supervisors, and program staff. Provides guidance on FRCS compliance matters to other managers/staff. Provides FRCS input regarding staff training, spiritual care, maintenance, information technology, purchasing, and performance excellence.

Responsibilities:

Oversight and Compliance:

• Supervises daily operations to guarantee high-quality care and services for consumers.
• Manages quality programs that enrich consumers' lives while ensuring adherence to DODD/Medicaid Certification Standards, state, and federal laws.
• Collaborates with the County Board of Developmental Disabilities’ Investigative Agent to investigate Major Unusual Incidents (MUIs), including allegations of abuse/neglect. Leads FRCS's role in the investigation, ensuring proper documentation and reporting procedures. Directs investigations of Unusual Incidents (UIs) and incident reports related to any consumer injuries.
• Ensures consumers' services align with their Individual Service Plans (ISPs) and addresses any quality assurance concerns.
• Alerts the President/CEO about any issues that might adversely impact quality of care.

Innovation/Sustainability:

• Utilizes innovation to offer top-notch care and services to consumers.
• Effectively utilizes technology, volunteers, interns, and other approaches creatively to enhance outcomes.
• Manages, develops, and extends programs in a financially sustainable manner to address consumers' requirements.
• Explores possibilities for "services without walls" when suitable.

Marketing:

• Promotes FRCS's programs and services to individuals through County Boards of Developmental Disabilities.
• Establishes and maintains positive relationships with County Boards and DODD staff, consumers, guardians, and other stakeholders.
• Ensures FRCS is recognized as a provider of innovative solutions.

Admissions: Oversees responses to admission inquiries, admission reviews of ISPs, tours, visits, and other arrangements with consumers and County Service and Support Administrators (SSAs).

Staff Leadership:

• Collaborates with Human Resources to create a positive and engaging interview, onboarding, and new hire experience. Enhances onboarding success and new hire retention.
• Develops schedules that meet consumer needs while considering staff self-care.
• Maintains clear, effective communication with staff and other stakeholders.
• Provides effective training, coaching, and motivation to staff.
• Expresses leadership's appreciation for the staff's efforts.
• Cultivates a high level of staff engagement with the organization's mission, vision, values, and strategic goals.
• Leads by example. Assists supervisors in fostering a high-performance culture, reducing turnover, and retaining valuable employees. Supports supervisors in leading staff effectively, motivating them to excel.
• Promotes staff performance, helping them understand consumer needs and their potential impact.

Financial Management: Manages an annual program budget exceeding $4.9M (as of 2023). Acquires knowledge of Medicaid funding streams. Ensures billable services in FRCS programs are accurately recorded. Identifies and eliminates waste, cuts costs without compromising quality. Collaborates with the President/CEO and Vice President of Finance to enhance FRCS financial performance. Contributes input to the annual budget process as a member of the Senior Leadership Team.

Senior Leadership: Working collaboratively within the Senior Leadership Team:

• Leads by example and supports Flat Rock’s strategic and organizational operations.
• Proposes/drafts policies and procedures for approval by the President/CEO.
• Offers innovative and sustainable strategies to enhance effectiveness, efficiency, quality, innovation, and sustainability.
• Ensures that organizational staff align with and enhance FRCS’s operations while adhering to DODD/Medicaid requirements and regulations.
• Acts as a staff resource for the Flat Rock Ethics Committee.
• May lead other areas as part of the President/CEO’s succession or the Emergency Preparedness Plan.
• May provide support to the Joint Boards of Directors and their strategic priority work groups, inspiring the Board to grasp the impact of policy decisions. Provides periodic updates to the Board, attends meetings/work groups, and contributes to strategic and action planning.

Other: Attends mandatory training sessions as scheduled. Carries out essential job duties with or without reasonable accommodations. Undertakes additional responsibilities as assigned.

Eligibility Criteria: To qualify as Director of Operations (DOO) for an Ohio agency provider, applicants must meet the following requirements outlined in section 5123-2-08 of the Ohio Revised Code:

• Possess a valid birth certificate.
• Be at least twenty-one years old.
• Hold a valid Social Security card and government-issued photo ID.
• Have either: One year of documented full-time paid work experience in providing specialized services to individuals with intellectual/developmental disabilities, or 4 years of documented experience caring for a family member with a developmental disability.
• Have at least one year of documented full-time paid work experience in: employee supervision; program or service development, oversight, or supervision; and organizational financial management.
• Possess either: a bachelor's degree from an accredited institution, or a high school diploma or equivalent plus: 4 years of full-time paid work experience as a supervisor of specialized services for individuals with intellectual/developmental disabilities, or 4 years of experience caring for a family member with a developmental disability.
• Demonstrate proficiency in English to comply with administrative rules governing agency provider services.
• Upon employment, complete specified training and annual required training as per the rules.
• Within thirty days of hiring, undergo Ohio Department of Developmental Disabilities' web-based orientation for Directors of Operations and empathy-based care training.
• Successfully pass a background check and consent to enrollment in the Ohio Attorney General's applicant fingerprint database (Rapback).
• Not have previously served as Administrator/CEO/Director of Operations for any agency provider that had its certification revoked or not renewed within the last five years.

Candidate Attributes Desired:

• Enthusiastic about serving individuals with intellectual/developmental disabilities and their families, demonstrating compassion, grace, mercy, dignity, and respect.
• Interest in being part of a Christ-centered, faith-based environment.
• Capable of initiating and fostering positive relationships with stakeholders, communicating effectively in a positive and engaging manner.
• Organized, diligent, and reliable, with excellent follow-through. Demonstrated ability to work independently and proactively. Known for integrity, honesty, and credibility.
• A collaborative mindset, open to teamwork, and actively seeking feedback for program and performance enhancement.
• Strategic and tactical thinker, able to balance organizational needs with FRCS goals.
• Sets an example.
• Maintains a professional image.
• Proficient in Microsoft Office, including Outlook, Word, Excel, and internet browsers. Familiarity with Sandata/Solana and Paylocity software is beneficial.