What are the responsibilities and job description for the Administrator position at Nevada HAND Inc?
Summary Duties and Responsibilities:
The Administrator is responsible for all aspects of 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, and sales and marketing departments within the community. The Administer is responsible for the management of community expenses and revenue, implementation of quality assurance programs, coordinating of marketing and public relation activities, and ensuring sustained compliance within 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 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 when necessary, 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.
- 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.
- Ensure timely completion of worker’s compensation paperwork and work with Human Resources Department as a liaison and support.
- Conduct regularly scheduled staff in-services and document each meeting with sign in sheets, agenda, and support material, and retain records for a period of 5 years.
- Conduct and direct community leadership to perform every other month check ins individually with each report to ensure goals are being met, to provide any resources available, if needed, and to foster core values and progression towards being an Ideal Team Player.
- Maintain a good working relationship with community employees and promote corporate culture.
- Participate in the development and/or review of all community job descriptions.
- 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 a payroll review and approve all timecards at the community every two weeks. Provide a variance report twice a month to explain variance(s) in labor that exceeds budgetary expectations and actions being taken to correct the variance(s).
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 prior to move in (no greater than 30 days prior) and at periodic intervals, such as biannually 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 in services or functional status, but no less than once a year.
- Establish need for supplemental services, such as Incontinent Program and/or Escort Service Program and coordinate invoicing of additional program fees with community accountant and resident or responsible party prior to the implementation of additional services.
- 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 by the Resident Council President or other elected person on the council. 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 the resident council records for each calendar year and retain all records for at least 5 years.
- Participate in the monthly Rumor Has It, a meeting for residents to express concerns, voice kudos, upcoming changes, etc. Maintain these monthly meeting minutes for each calendar year and retain all records for at least 5 years.
- Respond to resident concerns/grievances in a timely manner and document the date of concern and the date of resolution. Maintain resident 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 primary care providers, such as home health, hospice, physician offices, dental clinics, transportation services, Medicaid case managers, hospital discharge planners and case managers, contracted pharmacy, etc.
- Report critical events immediately via telephone to the VP of Assisted Living. Complete required state notification to the Bureau of Health Care Quality and Compliance, Aging and Disability Services, and/or other 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 all record keeping of each consulting pharmacy audit performed 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/or oversite of outside/contracted vendors providing services to and in the community. Utilize HSL/HPM/NHI approved vendors only.
- Conduct, Review, and Respond to monthly and quarterly safety inspection reports.
- Conduct, Review, and Respond to monthly Safety Committee meeting recommendations, if applicable.
- 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 always has curb appeal.
- 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.
- Manage the community petty cash account of $500 and frequently reconcile.
- 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 by the 10th of every month. Complete a delinquent A/R report for any outstanding balances by the 11th of the month with detailed variance as to what the plan is to collect on delinquent account. Submit this report to the A/R Department and the VP of Assisted Living by the 11th of every month.
- Complete the OMR (Operations Management Report) and explain all variances greater than 5% with detailed explanations and a corrective action to meet or exceed YTD budget expectations. Submit this report to Asset Management and the VP of Assisted Living by the end of each month.
- Meet weekly with reports to review departments that are over budget and adjust 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, in conjunction with the Director of Community Relations, which includes outreach activities, networking, and/or special events.
- Establish a tour route for consistency within the community, in conjunction with the Director of Community Relations, and train other staff on giving a tour as a back-up when you are not available in the community.
- Develop staff awareness of their role as part of the community marketing team and what to do when a potential resident is touring the community.
- Submit the weekly sales report, in conjunction with the Director of Community Relations, to the VP of Assisted Living with all lead activity.
- Ensure community staff are trained on obtaining information from a resident inquiry and what do to with it.
- Ensure lead activities and potential resident information has been entered in the document management system (CRM).
- In conjunction with the Director of Community Relations, attend health fairs to represent HAND Senior Living on our communities and services offered.
Resident Programing / Life Enrichment / Activities:
- Direct and assist, in conjunction with the Assistant Administrator, the development of a monthly activities calendar as directed by the NAC 449 regulations. Approve and post the monthly activity calendar in a high trafficked area for residents to see no later than the 1st day of the month. Ensure that approved activities are empowering and engaging programing, and not passive and paternalistic. Ensure the calendar is professional, clean, and easy to read.
- Direct and assist, in conjunction with the Assistant Administrator, the development of a monthly newsletter that conveys warmth and community-life. The monthly newsletter must be professional in presentation and easy to read. The monthly newsletter must include occasional resident-specific information as needed, such as changes in dining operations or changes in pharmacy services, upcoming events, or new partnerships and services available to our residents.
- Oversee all partners associated with the community and ensure appropriate paperwork is on file, including but not limited to a memorandum of understanding (MOU), certificates of liability insurance, and any other appropriate documents.
- Oversee community volunteer program and ensure volunteers have the required paperwork on file, including but not limited to copy of identification, completed volunteer application, background screening, Tuberculosis screening, and any other appropriate documentation.
- Monitor and track volunteer hours quarterly and submit required report to the VP of Assisted Living on the first business day after the quarter has ended.
- Monitor and track all transportation services utilized quarterly and submit required report to the VP of Assisted Living on the first business day after the quarter has ended.
Quality Assurance:
- In addition to items above, ensure consulting dietitian has inspected the community at least four times per year. Review and complete follow-up on any recommendations made by the consulting dietitian.
- Frequently sample meals at the community, in conjunction with the Executive Chef, and adjust food products, plate presentation, and customer service in Food & Dining as needed.
- Review monthly, in conjunction with the Executive Chef, all equipment as well as cleaning schedules to ensure sustained compliance in the Food & Dining Department.
- Review quarterly, in conjunction with the Executive Chef and the VP of Assisted Living, the approved menu cycles and ensure these meet regulatory requirements.
- Implement a Plan of Correction (POC) for any items cited by Aging & Disability Services, the Bureau of Health Care Quality and Compliance, or any other state agency within 10 days of receiving a recommendation. Review any POC with the VP of Assisted Living prior to implementation.
- Review and participate in the development of any new or changed policy and procedures.
- Ensure staff are trained on reporting an incident report and that the data is entered into the document management system (EHR). All incident reports must be reviewed and approved by the Administrator timely. Ensure that all required notifications have been documented pertaining to the incident report.
- Ensure required transportation inspections are completed daily and monthly on 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 related to overall operations of the community.
- 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 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. A Bachelor’s Degree in any healthcare-related field from an accredited institution of higher learning is strongly preferred.
- Must demonstrate the ability to communicate effectively, both verbally and in writing.
- A minimum of four (4) years’ experience in healthcare. Healthcare experience is defined as working in a licensed residential facility for groups, licensed facility for skilled nursing, licensed facility for intermediate care, or providing home or community-based services related to health care, and the experience must be in a management capacity.
- 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 Residential Facility Administrator (RFA) license issued by the State of Nevada Board of Examiners for Long-Term Care Administrators, without restrictions or disciplinary action, and must maintain the license to be always current and valid during employment.
- 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.
- Ability to lift files up to 20 pounds from the ground level to 4 feet in height and move them from shelf to shelf in storage.
- 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 may potentially be exposed to infectious diseases.
Nevada HAND does not discriminate, and will not tolerate discrimination, based on race, color, national origin, ethnic origin, sex, sexual orientation, age, or disability as those terms are defined under applicable law.
