Transitional Housing Operations Manager

POSITION SUMMARY

The Transitional Housing Operations Manager is responsible for the overall day-to-day operational oversight of CareLink Charities Foundation's transitional housing residences.

This position oversees multiple housing locations and is responsible for ensuring that each home is safe, clean, organized, properly maintained, appropriately occupied, and operated in accordance with CareLink policies, resident agreements, applicable housing requirements, and organizational expectations.

The Transitional Housing Operations Manager serves as the primary operational point of contact for CareLink's transitional housing properties and coordinates resident move-ins and move-outs, property inspections, maintenance, supplies, occupancy, resident concerns, house-rule compliance, safety monitoring, documentation, and communication with leadership.

This is primarily a housing operations position and is not a clinical position.

Unless separately qualified, credentialed, assigned, and authorized, the Transitional Housing Operations Manager does not provide behavioral-health treatment, psychotherapy, clinical assessments, medication administration, or other licensed healthcare services.

The goal of the position is to maintain safe, stable, respectful, recovery-supportive and/or transitional living environments while helping residents successfully progress toward greater stability and independent living.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

1. Oversight of Transitional Housing Locations

The Transitional Housing Operations Manager will:

• Provide operational oversight of all assigned CareLink transitional housing locations.

• Conduct routine visits to each residence.

• Maintain an organized schedule for property inspections and follow-up visits.

• Ensure each residence is clean, safe, functional, and maintained according to CareLink standards.

• Monitor general condition of bedrooms, common areas, kitchens, bathrooms, exterior areas, appliances, furnishings, and safety equipment.

• Identify maintenance concerns and ensure they are reported and addressed promptly.

• Coordinate approved repairs with vendors, maintenance personnel, landlords, or organizational leadership.

• Ensure homes have necessary household supplies and furnishings.

• Monitor utilities and immediately report interruptions or concerns that could impact residents.

• Maintain updated property records for each CareLink housing location.

• Report significant property damage, safety hazards, unauthorized occupants, or other serious concerns immediately to leadership.

2. Resident Admissions and Move-In Coordination

The Manager will assist with the housing admission process by:

• Coordinating approved resident move-in dates.

• Preparing bedrooms and residences before admission.

• Confirming that required housing documents have been completed.

• Reviewing the CareLink Resident Agreement with incoming residents.

• Reviewing house expectations, rules, prohibited conduct, visitor requirements, curfews where applicable, safety expectations, and resident responsibilities.

• Obtaining required resident signatures and acknowledgments.

• Completing move-in property and room condition documentation.

• Providing residents with appropriate keys, access information, emergency contact information, and household instructions.

• Maintaining an accurate occupancy roster for every residence.

• Immediately communicating admissions and discharges to appropriate CareLink personnel.

The Transitional Housing Operations Manager does not independently determine clinical eligibility for behavioral-health treatment programs.

3. Resident Move-Out and Discharge Coordination

The Manager will:

• Coordinate planned housing move-outs.

• Complete room and property inspections when residents leave.

• Document damages beyond normal wear and tear.

• Recover CareLink keys, access devices, and organizational property.

• Coordinate appropriate handling of personal belongings left behind according to CareLink policy and applicable requirements.

• Update occupancy records immediately.

• Coordinate preparation of the room for the next approved resident.

• Maintain move-in and move-out records.

When an emergency or involuntary housing discharge is being considered, the Manager must follow CareLink policy and obtain appropriate administrative approval rather than independently removing a resident unless immediate emergency intervention is required.

4. Resident Rules and Housing Expectations

The Transitional Housing Operations Manager will:

• Educate residents regarding housing rules and expectations.

• Promote respectful behavior between residents.

• Monitor compliance with resident agreements.

• Address routine rule violations consistently and professionally.

• Document significant or repeated violations.

• Provide verbal coaching and written notices when authorized.

• Refer serious or repeated violations to leadership.

• Help resolve routine roommate and household conflicts.

• Maintain professional boundaries with residents.

• Ensure rules are applied consistently and without discrimination.

• Monitor unauthorized guests or occupants.

• Address inappropriate use of the property.

The Manager shall not use intimidation, threats, humiliation, physical punishment, retaliation, or inappropriate restraint as a method of enforcing house rules.

5. Property Inspections

The Manager will conduct and document routine inspections including, as appropriate:

• Bedrooms

• Bathrooms

• Kitchens

• Common areas

• Exterior areas

• Doors and locks

• Smoke alarms

• Carbon monoxide detectors where applicable

• Fire extinguishers

• Emergency exits

• Lighting

• Plumbing

• Heating and cooling

• Appliances

• Furniture

• Pest concerns

• Trip and fall hazards

• General sanitation

• Evidence of significant property damage

• Unauthorized occupants

• Prohibited items as identified by CareLink policy

Inspection findings requiring correction must be documented and communicated to appropriate personnel.

6. Maintenance and Vendor Coordination

Responsibilities include:

• Receiving maintenance requests.

• Determining urgency and routing requests appropriately.

• Coordinating approved vendors.

• Scheduling repairs.

• Providing authorized vendors access to residences when necessary.

• Following up on unfinished work.

• Maintaining repair and maintenance logs.

• Obtaining receipts, invoices, or service documentation.

• Reporting significant expenditures for administrative approval.

• Tracking recurring maintenance issues.

• Ensuring emergency repairs are escalated immediately.

The Manager may not independently authorize major expenditures outside established approval limits.

7. Safety and Emergency Preparedness

The Manager will:

• Monitor each property for safety concerns.

• Ensure emergency contact information is available.

• Maintain emergency evacuation information as required by CareLink policy.

• Report fire, flooding, utility failures, structural hazards, suspected criminal activity, or other emergencies immediately.

• Contact 911 when emergency medical, fire, law-enforcement, or immediate safety intervention is required.

• Complete organizational incident reports when required.

• Cooperate with emergency responders and authorized regulatory personnel.

• Participate in emergency preparedness activities.

• Ensure emergency pathways and exits remain reasonably accessible.

• Escalate situations involving threats to the health or safety of residents or others.

8. Occupancy and Bed Management

The Manager will maintain accurate information regarding:

• Current residents

• Available beds

• Pending admissions

• Planned discharges

• Vacant bedrooms

• Temporary absences

• Housing transfers

• Room assignments

An updated census shall be provided to administration as requested.

No individual may be admitted or assigned to a CareLink residence without appropriate authorization.

9. Resident Support and Community Living

Within the non-clinical scope of the position, the Manager may:

• Help residents understand house expectations.

• Encourage residents to maintain their living areas.

• Assist residents with basic housing-related problem solving.

• Provide information regarding transportation or community resources.

• Coordinate with authorized CareLink personnel regarding resident housing needs.

• Encourage residents to keep appointments and meet agreed-upon housing responsibilities.

• Encourage independent living skills.

• Support development of healthy household routines.

• Help residents understand how to submit maintenance requests or concerns.

The Manager should promote resident independence rather than completing tasks residents are capable of performing for themselves.

10. Separation of Housing and Clinical Services

CareLink transitional housing operations must remain appropriately separated from separately provided behavioral-health or healthcare services.

Unless specifically employed and credentialed in another approved role, the Transitional Housing Operations Manager will not:

• Diagnose behavioral-health or medical conditions.

• Conduct behavioral-health assessments.

• Develop clinical treatment plans.

• Provide psychotherapy or counseling.

• Conduct clinical groups.

• Provide substance-use treatment.

• Perform psychiatric assessments.

• Prescribe medications.

• Administer medications.

• Make medication changes.

• Maintain medication administration records as a clinical service.

• Perform nursing services.

• Represent the residence as a behavioral-health treatment facility.

• Bill AHCCCS, Medicaid, Medicare, or another payer for services personally performed under the housing operations role.

• Document clinical treatment notes under another provider's credentials.

Residents who need clinical assistance should be directed to the appropriate licensed provider, outpatient clinic, crisis service, emergency department, or emergency responder as appropriate.

11. Medication Boundaries

Unless CareLink establishes a legally permissible program-specific process and the employee is specifically authorized:

• The Manager will not administer residents' medications.

• The Manager will not select medication doses.

• The Manager will not change medication schedules.

• The Manager will not discontinue medications.

• The Manager will not provide medical advice regarding medications.

Residents should generally maintain responsibility for their own medications when consistent with the housing model and applicable requirements.

Medication concerns should be referred to the resident's healthcare provider or appropriate clinical personnel.

12. Documentation and Recordkeeping

The Manager will maintain accurate housing operations documentation, including:

• Resident occupancy rosters

• Move-in documentation

• Move-out documentation

• Resident agreements

• Room assignments

• Property inspection records

• Maintenance requests

• Maintenance completion records

• Incident reports

• Resident concern documentation

• House-rule violation notices

• Property inventory

• Supply requests

• Vendor documentation

• Key/access records

• Property damage documentation

• Safety inspection records

• Other documents required by CareLink

Documentation must be timely, factual, objective, professional, and maintained in accordance with organizational confidentiality requirements.

13. Incident Reporting

The Manager must promptly report and document significant events such as:

• Resident injuries

• Medical emergencies

• Fire

• Flooding

• Significant property damage

• Violence or credible threats

• Suspected criminal activity

• Unauthorized occupants

• Missing organizational property

• Suspected abuse, neglect, or exploitation

• Significant resident conflicts

• Overdose or suspected overdose

• Law-enforcement involvement

• Emergency hospitalization

• Death

• Other serious safety concerns

The Manager shall follow CareLink's incident-reporting and escalation procedures.

14. Resident Complaints and Grievances

The Manager will:

• Receive resident concerns professionally.

• Assist residents in understanding the complaint process.

• Document complaints as required.

• Escalate significant complaints to administration.

• Protect residents from retaliation for making a good-faith complaint.

• Maintain appropriate confidentiality.

• Cooperate with investigations.

The Manager may resolve routine housing concerns but may not interfere with a resident's right to file a complaint with CareLink or an appropriate outside agency.

15. House Supplies and Inventory

The Manager will oversee:

• Household cleaning products

• Basic household supplies

• Linens when supplied by CareLink

• Furniture

• Kitchen supplies

• Safety supplies

• Organizational equipment

• Keys

• Other property assigned to residences

Responsibilities include monitoring inventory, submitting purchase requests, controlling unnecessary spending, and maintaining receipts or purchase documentation where required.

16. Financial Responsibility

Where assigned, the Manager may:

• Track approved resident housing payments or program fees.

• Provide payment documentation according to CareLink procedures.

• Submit receipts and expense records.

• Track approved property expenses.

The Manager may not commingle organizational funds with personal funds or personally alter resident balances without authorization.

17. Coordination With CareLink Administration

The Transitional Housing Operations Manager will communicate regularly with leadership regarding:

• Occupancy

• Available beds

• Admissions

• Discharges

• Resident concerns

• Property damage

• Maintenance needs

• Safety concerns

• Incidents

• Staffing or coverage concerns

• Vendor issues

• Budget needs

• Compliance concerns

The Manager will attend scheduled administrative meetings as required.

18. Coordination With Outside Providers

When appropriately authorized and consistent with privacy requirements, the Manager may coordinate housing-related matters with:

• Referral sources

• Case managers

• Probation or parole personnel

• Reentry personnel

• Community organizations

• Social-service organizations

• Landlords

• Maintenance vendors

• Transportation providers

• Emergency responders

• Other authorized community partners

Only the minimum information necessary for the legitimate housing-related purpose should be disclosed.

19. Confidentiality

The Manager must maintain the confidentiality of resident and organizational information.

The Manager shall:

• Protect resident records.

• Avoid discussing residents in public areas.

• Avoid sharing resident information with unauthorized persons.

• Secure paper and electronic records.

• Follow applicable privacy requirements and CareLink policies.

• Immediately report suspected privacy or confidentiality breaches.

20. Professional Boundaries

Employees are expected to maintain clear professional boundaries.

The Manager shall not:

• Borrow money from residents.

• Loan personal money to residents except where specifically permitted by organizational policy.

• Enter inappropriate personal or romantic relationships with residents.

• Purchase, sell, or exchange unauthorized items with residents.

• Accept significant gifts.

• Use residents for personal errands.

• Allow residents unauthorized access to employee vehicles, financial accounts, passwords, keys, or confidential information.

• Engage in discriminatory, retaliatory, exploitative, or abusive conduct.

21. Supervision of Housing Support Personnel

If Resident Support Specialists, Housing Coordinators, drivers, maintenance personnel, or other housing staff are assigned, the Transitional Housing Operations Manager may:

• Coordinate schedules.

• Assign housing-related duties.

• Monitor attendance.

• Review required documentation.

• Conduct routine supervision.

• Ensure completion of assigned tasks.

• Identify training needs.

• Report performance concerns to administration/HR.

• Participate in performance evaluations.

• Assist with onboarding and orientation.

The Manager must ensure that housing employees remain within their assigned scope.

ON-CALL RESPONSIBILITIES

Because CareLink operates multiple residences, the Transitional Housing Operations Manager may participate in an administrative on-call rotation.

On-call responsibilities may include responding to:

• Emergency maintenance issues

• Lockouts

• Property emergencies

• Significant resident conflicts

• Law-enforcement involvement

• Utility outages

• Urgent occupancy matters

• Other significant housing-related concerns

Being on call does not mean the Manager is expected to provide clinical crisis treatment.

Clinical or medical emergencies must be referred to appropriately qualified professionals or emergency services.