What are the responsibilities and job description for the Business Manager position at Hands of Heartland?
Job Summary
The Business Manager is responsible for supporting operational and administrative activities across Oklahoma service areas to ensure compliance, consistency, and high-quality service. This role partners closely with the Oklahoma Regional Director, Area Directors, and Home Office. The Business Manager serves as a key operational resource and subject matter expert, providing leadership, guidance, and serving as liaison between Regional Director and Home Office departments.
Essential Duties & Responsibilities
- Provide accounting, administrative, and organizational support to the Home Office.
- Provide daily administrative and operational support to the Oklahoma Regional Director and Area Directors.
- Collaborate with leadership and Team Member Resources to support recruitment, interviewing, and hiring for operations positions.
- Coordinate, develop, and oversee bi-weekly payroll submissions, ensuring accuracy and timely processing.
- Develop staffing tools and reports to assist the Regional Director in analyzing payroll trends and establishing staffing ratios.
- Assist the Regional Director with reviewing regional and area expenses and other financial analyses.
- Support the Home Office Finance Department by preparing monthly budget variance worksheets and other financial reports.
- Oversee the opening and operational readiness of new Oklahoma locations, including group homes, offices, day habilitation programs, and other service sites.
- Provide ongoing coaching, mentoring, and operational guidance to Area Directors to promote consistent performance and compliance.
- Coordinate and monitor the Critical Incident reporting process for Oklahoma operations, ensuring documentation is accurate, complete, submitted on time, and maintained in accordance with state and organizational requirements.
- Monitor deadlines and ensure timely and accurate submission of required information into ADP, Therap, and any future organizational systems.
- Collaborate with Area Directors to identify, address, and resolve billing issues in a timely and accurate manner.
- Perform audits to ensure client services are documented accurately and in compliance with all regulatory, contractual, and organizational requirements.
- Serve as the Oklahoma subject matter expert for Therap and any future Electronic Medical Record (EMR) platforms adopted by the organization.
- Provide training, technical support, and ongoing guidance to operations staff regarding EMR utilization and documentation standards.
- Oversee client finance activities for all areas and regions, ensuring accuracy, accountability, and compliance.
- Promote statewide consistency in documentation practices, workflows, and data entry standards.
- Collect, track, and reconcile accounts receivable for private-pay residential programs on a statewide basis, including client board-and-care revenue.
- Perform other duties as assigned.
Education & Experience
- Bachelor’s degree in Business Administration, Healthcare Administration, Human Services, Social Work, or a related field preferred.
- Minimum of 2–5 years of experience in business, healthcare, human services, or operational leadership.
- Demonstrated ability to build effective working relationships with executive leadership and provide strategic operational support.
- Experience leading, training, mentoring, and supervising teams, with a proven ability to develop staff and drive operational excellence.
Knowledge, Skills & Abilities
- Effective verbal and written communication skills.
- Ability to interpret and apply policies, procedures, and compliance requirements.
- Excellent organizational, project management, and time-management skills.
- Strong leadership, coaching, and employee development abilities.
- Ability to manage multiple priorities while meeting deadlines.
- Proficiency with electronic medical record systems and related reporting tools.
- Strong analytical and problem-solving skills.
- Ability to work independently and collaboratively across multiple departments and geographic locations.
Physical Requirements
- Ability to communicate with other people in-person, by telephone, and in writing
- Ability to use verbal and physical intervention to redirect and/or restrain a person who is physically aggressive or self-abusive
- Ability to safely provide supervision and monitoring to meet the needs of people supported by Hands of Heartland
- Ability to perform repetitive tasks for extended periods of time to include but not limited to bending, stooping, sitting, and reaching
- Ability to lift up to 25 pounds as needed