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Overview

Under the guidance and general direction of the Director of Site Operations, the Assistant Director, Site Operations coordinates daily team facilitation and site operations as indicated. Provides daily leadership, guidance and direction for the PACE CNY interdisciplinary team. Assists the team in problem solving and in actively care planning for participant’s needs while promoting and maintaining the participant’s wishes and independence. Serves as liaison between staff and Director of Site Operations; monitors adherence to established standards of care and policies; provides administrative support and oversight to the team ensuring compliance with all regulatory requirements including participant review/assessments. Serves as a key leader of care planning processes.

Responsibilities

Job duties specific to this position:

Assists the Director, Site Operations and accepts delegation of job duties.
Actively leads or participates in morning meetings, interdisciplinary care planning sessions (I&A’s, reassessments, significant changes etc.) and family meetings as appropriate.
Ensures necessary documentation of morning meeting follow up and/or care planning concerns are completed and resolved in a timely manner.
Supports and ensures delivery of quality care while utilizing the most cost-effective measures.
Ensure participation by appropriate personnel to provide proper and safe care to participants.
In the absence of the Director, Site Operations is responsible for day-to-day site operations; directly oversees services provided in the center.
Collaborates with the Director of Site Operations to identify opportunities for process improvement, monitor staff compliance with corporate and regulatory policies and procedures, and address performance or compliance concerns in a timely and appropriate manner.
Maintains an effective system for participant/family complaint investigations and management; works closely with Director of Clinical Services and other contracting services relating to concerns/complaints to provide timely/satisfactory resolution.
Collaborate with the Quality Assurance Department and administrative team to monitor and improve quality outcomes. Reviews incident reports with the Quality Assurance staff and Director of Clinical Services to ensure completeness, identify system and process concerns, and evaluate the appropriateness of corrective actions. Develops or assists in developing corrective action plans, oversees their implementation, monitors effectiveness, and ensures the team's compliance with plans of correction. Identifies and communicates clinical concerns requiring Medical Director review or Level II reporting, actively participates in root cause analyses, and supports ongoing follow-up and quality improvement initiatives. Monitors and manages the team’s effectiveness. Provides staff with or advocates for team opportunities for professional growth and advancement.
Actively involved in program development and in the development/communication of policy and procedures relating to PACE; oversees/is accountable for teams appropriate use of resources.
Regularly attends Administration Meetings. Reports on projects, department and policy changes, etc., to promote communication among management teams.
Active member of committees as determined and assigned.
Takes administrative on-call rotation assignments and responsibilities.
Demonstrates adherence to all compliance policies and procedures. Is responsible for promoting and fostering compliance in the workplace.
Ensures the highest quality of care by performing responsibilities according to the highest professional standards.
Demonstrates knowledge of PACE/D&TC Emergency Preparedness Plan and can verbalize their role during an event.

Job expectations as a Assistant Director:

Recognized as an in-house expert or lead person for their function or site in the absence of the Director of Site Operations. Develops and executes strategy, policy and tactics for the site or function. Keeps current in his/her area of specialization, applicable regulations and in management trends.
Demonstrates effective leadership skills of delegation, organization, and coordination in managing the daily operations of their function or site, including scheduling, orientation, and training. In partnership with Human Resources, makes or approves recommendations on employee hires, transfers, promotions, salary changes, disciplinary actions, terminations, and similar actions. Resolves grievances and other personnel problems in a fair, timely and consistent manner, also in partnership with HR.
Promotes and encourages teamwork among employees and managers, and between departments. Communicates ideas and goals clearly and is an effective listener.
Ensures that information is efficiently communicated and shared throughout the function and organization. Fosters constructive feedback and effective coaching.
Comply with appropriate internal and external standards and processes related to their function.
Develops and utilizes performance metrics or process improvements to continually assess and improve quality and operating efficiency, as well as resident/customer service.
Assists in developing, recommending, monitoring and managing operating budgets to optimize financial performance.
Promotes and role models a culture of service excellence and customer service within their functional area.
Creates, promotes and maintains collaborative relationships and partnerships with peers and staff throughout the organization using active listening, unbiased and nonjudgmental language, and open communication style.
Uses effective communication and critical thinking skills during conflict resolution, problem solving, decision making, coaching and other complex dialogues.
Facilitates and promotes employee growth and development.
Leads or participates in meetings, improvement projects and task forces as appropriate.

Job expectations for all Loretto employees:

Promotes and role-models the mission, values, vision and strategic goals of Loretto in all interactions with staff, peers, residents, family members, vendors and visitors. Treats people with dignity, professionalism and kindness.
Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy and acting as a role model for staff and peers.
Demonstrates excellent work attendance, reliability and work ethics.
Attends and actively participates in required meetings and training sessions.
Complies with established policies, procedures, and codes of conduct at all times.
Adheres to all health and safety requirements, regulations, policies and procedures.
Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
Understands all HIPAA and other compliance & regulatory requirements associated with their role, including completion of required internal or external training/certifications.
Performs a variety of related duties as assigned.

Qualifications

Bachelor's degree in Social Work, Nursing, or a related healthcare field required.
Three to five years of experience in long-term care and/or acute care setting preferred.
Excellent interpersonal, verbal, and written communication skills.
Strong leadership, organizational, and administrative abilities.
Proven ability to build collaborative teams and effectively manage conflict.
Excellent organizational, multitasking, and time management skills with the ability to prioritize competing responsibilities.
Working knowledge of regulations related to PACE, Home Care, Enriched Living (EL), and Managed Care.
Proficient in Microsoft Office applications with the ability to quickly learn and adapt to new software systems.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Physical Requirements

Computer: 30.00%

Sitting/driving 60.00%

Standing/walking 10.00%

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Loretto reserves the right to modify position duties at any time, to reflect process improvements and business necessity.