Operations Manager/Sr Operations Manager

 COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title:         Operations Manager/Sr Operations Manager, R&R

Department:    Recovery and Reentry Services

Reports To:     Programs Administrator 

Supervises:      Assigned Staff

FLSA Status:   Exempt 

Pay Grade:       E6/E7

Job Type:         Full-Time, Regular  

AKBCU:            Yes                  ICPA: No

General Functions:

The Operations Manager/Sr Operations Manager is responsible for overseeing the effective day-to-day operations of the residential substance use treatment facility within the CITC Recovery and Reentry Services Department. This position is responsible for supervising staff and promoting and modeling a healthy and effective team dynamic for assigned program(s)/initiatives. The Operations Manager/Sr Operations Manager will ensure staff adherence to the CITC mission statement and values, all CITC policies and procedures, and all applicable State/Federal laws and accreditation standards. The Operations Manager/Sr Operations Manager will work in partnership with the Clinical Manager and Department level clinical leadership to support the delivery of quality clinical care, adherence to established practices and monitor outcomes. 

Duties and Responsibilities:

• Provide supervision, delegation of assignments, and oversight to direct reporting staff.
• Work with Human Resources to facilitate ongoing recruiting, interviewing, and hiring.
• Provide leadership by inspiring, guiding and motivating teams. 
• Create an environment that fosters employee engagement and satisfaction. 
• Identify training needs, provide opportunities for learning and growth and support the professional development of team members. 
• Evaluate performance of team members to include providing feedback, coaching, mentoring and conducting performance appraisals.  
• Communicate with staff through facilitation of regular staff meetings and one-on-one supervisions.
• Ensure all positions adhere to federal and state regulations, including but not limited to food regulations, health and safety regulations, Occupational Safety and Health Administration (OSHA) standards, Commission on Accreditation of Rehabilitation Facilities (CARF) accreditations and State and Federal guidelines.
• Work in collaboration with the Clinical Manager and department leadership teams to ensure integrated services occur across the Recovery Services continuum of care.
• Work with the leadership team to support service provisions, including accurate and timely documentation submission. 
• Ensure appropriate coordination and provision of support services.
• Support and direct the utilization of established models of care, manuals, and orientation binders according to standards.
• Provide training and oversight of medication policy, ensuring medication and self-administrative procedures are followed in compliance with all State, Federal, and CARF guidelines (residential only).
• Ensure that all data and reporting responsibilities are completed and appropriately delegated amongst the treatment team and program support staff.
• Work with program, department, and company level partners to ensure clinical charts comply with state and federal regulations and agency procedure to ensure the integrity of participant charts. 
• Collaborate with clinical leadership to provide clinical training and oversight.
• Work with clinical partners to ensure that treatment programs provide evidence-based, trauma-informed and culturally appropriate treatment across all clinical services.
• Provide on-call support to residential programs per assigned rotation.
• Responsible for monitoring and analyzing utilization data, and using inquiry, discussion, and support with staff to meet utilization goals. 
• Work with community partners to maintain program census (residential programs) and access to services.
• Work with Recovery Services Grants and Planning Manager to track and maintain program budget, grants adherence, and all grant reporting requirements.
• Ensure the preparation of all assigned programs for internal and external grant and CARF audits.
• Utilize data to ensure meaningful and timely tracking and reporting of all assigned programs objectives and outcomes.
• Work collaboratively with other managers/leadership to ensure quality of services, agency growth and sustainability.
• Ensure and maintain confidentiality with all state and federal regulations, as well as agency policy and procedures.
• Perform other duties as needed and assigned.

Job Responsibilities Related to Participant Privacy

• Employee is expected to actively participate in CITC privacy training and to protect the privacy of participant information in accordance with CITC's privacy policies, procedures and practices, as required by federal and state law.  Failure to comply with CITC's policies and procedures on participant privacy may result in disciplinary action up to and including termination of employment.
• Employee may access protected health information and other participant information only to the extent necessary to complete job duties.  Employee may only share such information on a need to know basis with others who have job responsibilities related to treatment, payment, or other CITC operations.
• Employee is encouraged and expected to report, without the threat of retaliation, any concerns regarding CITC's policies and procedures on participant privacy and any observed practices in violation of the policy to the designated Privacy Officer. 

Job Specifications:

• Excellent verbal and written communication skills, ability to express ideas in a constructive manner.
• Excellent public relations, meeting coordination, and community organizing skills.
• Demonstrated ability to negotiate, mediate, and manage conflict in various settings and contexts.
• Ability to manage multiple deadlines and/or projects simultaneously.
• Demonstrated ability to use sound and accurate judgment and apply experience to resolve non-routine problems independently.
• Ability to work independently with minimal supervision as well as part of a team.
• Proficient with computers: word processing, email communication, internet resourcing, spreadsheets, electronic health records, and case management systems.
• Demonstrated knowledge of Trauma-Informed and Motivational Interviewing (MI) techniques.
• Knowledge of case management principles.
• Demonstrated ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Knowledge of Alaska Native and community resources.
• Demonstrated experience working with Alaska Native people and an understanding of their values and belief systems.
• Ability to work with diverse populations with multiple barriers.
• Demonstrated ability to inspire community participation and build coalitions. 

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills 

Minimum Qualifications:

Operations Manager

Senior Operations Manager

• Master’s degree in public health, Social Work, Psychology, Healthcare Administration or a closely related field OR a bachelor’s degree in one of designated fields plus an additional two (2) years of relevant program management experience in lieu of a master’s degree.
• Five (5) years of experience in substance use disorder treatment, behavioral health or healthcare program management.
• Experience implementing process improvements for better participant outcomes.
• Familiarity with Electronic Health Records (EHR).
• Familiarity with state and federal regulations (e.g. SAMHSA, Medicaid, HIPAA, 42 CFR Part 2)
• Five (5) years of management or supervisory experience.
• Five (5) years of financial or budgetary experience.
• Continued employment is contingent upon completion of a satisfactory state and federal fingerprint criminal background check 

Preferred Requirements:

• Experience providing direct care in the behavioral health and /or substance use field. 
• Chemical Dependency Counselor Certification (CDC I) or higher, national certification representing experience in substance use treatment field, and/or active clinical licensure.  

Physical Requirements: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  

• May require prolonged periods of sitting at a desk and consistently working on a computer      with repetitive motion.  
• The need to occasionally move around the office to access filing cabinets, storage cabinets, and office equipment may be necessary. 
• Must be able to lift to 25 pounds occasionally by utilizing proper lifting techniques and working in a safe manner. 

 Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job.  It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job.  Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time.  This job description is not an employment agreement or contract.