Associate Executive Director

The Pearl at Jamestown is seeking a Associate Executive Director to join the team.

RELATIONSHIP

The Associate Director reports directly to the Sr. Executive Director. This role is focused on Operations and Sales.

PURPOSE

The Associate Director is responsible for assisting the Executive Director with the overall leadership and management of the community. This position promotes and integrates the philosophy of Phoenix Senior Living to incorporate wellness in all aspects of the seniors’ lives we serve. Ensuring all dimensions (emotional, sense of purpose, physical, social, intellectual and spiritual) are incorporated into the services we provide and embrace. Responsibilities include but not limited to assisting in recruiting, hiring and training of associates in the community; completing staffing, scheduling, and daily reviews of timekeeping reports. Responsible for associate recognition and engagement, performance management and evaluations. Responsible for financial management and systems related business processes such as: Payroll & Human Resources Administration and information Monitoring /Process and Systems Financial Systems Close and Management Business Processes –Key Controls Technical / Professional Knowledge of Quality Assurance.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Resident Care

•  Plans, organizes, develops, leads and assist the Executive Director with the overall management of the community in accordance with federal, state, local laws and Phoenix Senior Living standards, guidelines and regulations
•  Participates in Personalized Service Plans (PSP), daily assignment development and monitoring ongoing process and practices and ensuring they are occurring regularly according to Phoenix schedule
•  Participates in and manages the assessment process to determine tier of service with the appropriate staffing levels
•  Participates with the FED and Program & Outreach Coordinator to ensure a variety of appropriate and personalized activities which incorporates all dimensions wellness and are available throughout the day and evening with resident care associate participation
•  Partners with Food & Beverage Director, FED and POC to schedule and plan special event and ensure food & dining is properly incorporated into the appropriate dimensions of wellness
•  Understands the recognition of resident changes in condition, takes appropriate action
•  Participates in the facilitation of monthly resident Council Meeting

Sales

•  Participates in outside committees and organizations relevant to Resident Care and Alzheimer’s/dementia care
•  Demonstrates the ability to represent the community in a wide variety of public settings, including, but not limited to, making presentations to large groups and meeting community professional and government leaders
•  Provides assistance to the Community Relations Director and Executive Director with communicating with prospective residents & family members about Phoenix’s philosophy with regard to personalizing services and incorporating all dimensions of Wellness into our care and services provided

Strategy/Financial

•  Implements guidelines, standards, and practices for Resident Care and programming
•  Implements and monitors ongoing quality improvement programs for resident services 
•  Adhere to community budget and participates throughout the financial/budget process
•  Sets up ongoing procedures to collect and review information needed to assist with billing and accounting support services to meet business performance results, deadlines and reporting
•  Reviews monthly financial statements with the ED, implements plans of action for deficiencies
•  Participates in a support function for the ED in the managing/submittal process of monthly expenses and budget data, timely per Phoenix policies and internal business controls
•  Supports the ED in striving to improve profitability year over year in line with owner expectations
•  Supports the ED in following the key areas to ensure the community is:
• Meeting NOI/house profit expectations
• Meeting occupancy expectations
• Achieving and executing consistent labor schedules seven (7) days a week
• Driving ownership with the department leaders

Structure

•  Sets standards for resident service delivery including recommendation on staffing levels and roles and responsibilities and program differentiation and implementation
•  Reviews, reads, notates, and initializes communication log to document and learn about pertinent information and any resident’s physical and behavioral changes
•  Participates in risk management meetings
•  Responsible for developing resident schedules for bathing and laundry

Talent Development

•  Determines and implements activities geared towards leadership development among all associates.
•  Is responsible supporting the ED with the onboarding and oversight of all department directors and focuses on decreasing turnover and increasing retention of solid talent
•  Assist with establishing career growth development plans for the department directors and provides guidance and support throughout their professional development

Training

•  Partners in the delivery and participation in Phoenix Academy training and self-study programs during the required time-frame.
•  Completes All Core Phoenix Academy, job specific and management training in the timeframe designated
•  Completes all training required by the state or other regulating authorities including ongoing training per regulation

Communication

•  Communicates regularly with families, physicians and all support services as appropriate
•  Ensures residents and families are educated about residents’ rights
•  Consults Human Resources before terminating an associate
•  Creates and maintains a warm professional environment
•  Assures that all staff is fully informed on the answers to the most frequently asked questions by residents , families, and prospective families
•  Participates in regularly scheduled meetings with, Executive Director, department directorsand associates
•  Maintains appropriate communication with the Executive Director
•  Possesses excellent communication skills, both verbal and written, and the ability to relate in a positive and professional way to a diverse resident and associate population
•  Proactively communicates trends, best practices and current assisted living events to all associates

Compliance/Safety

•  Ensures compliance with state assisted living regulations
•  Participates in the creation and monitors community correction plans
•  Monitors the quality of care within the community
•  Remains updated and communicates state regulation changes to all associates
•  Ensures compliance with all state and federal regulations (i.e. OSHA)
•  Acts as Lead in an emergency (e.g. elopement, fire, disaster, etc.) according to the chain of authority identified in the community disaster plan
•  Participates in the risk management programs

Human Resources

•  Assist ED and Department Directors with Interviews for all community positions
•  Assists with active recruitment of open positions
•  Participates in department directors development plans and/or action plans 
•  Fosters department directors’ growth
•  Takes corrective action and disciplines associates verbally and in writing if necessary
•  Provides input regarding Resident Care staff reassignments or terminations in coordination with Human Resources and Executive Director
•  Maintain the appropriate level of part-time staff and staff peak activity periods
•  Creates and maintains team member personnel information in appropriate systems
•  Ensure associates follow Federal, State, Local and Phoenix timekeeping policies in recording/punching hours worked
•  Processes payroll and follows established business processes and daily processing activities; submit accurate bi-weekly payroll by established schedule
•  Coordinates, maintains and updates associate benefit administration and is a resource to direct associates for answers and resolutions
•  Completes payroll reconciliation
•  Processes and manages unemployment and worker’s compensation claims and updates claim activity as needed
•  Maintains training compliance records, performance appraisal records and ongoing data in the training tracking system

Problem Solving/ Decision Making/ Financial

•  Strategizes with the Executive Director about best actions to take to address cluster business challenges
•  Demonstrates the ability to be innovative and creative and have patience, high energy and resourcefulness in problem solving. 
•  Assist the Executive Director in completing the annual budget
•  Understands and manages the department budget to include labor and other expenses and its impact on the community’s bottom line
•  Reviews monthly financial statements and implements plans of actions around deficiencies
•  Process and submit monthly expenses and budget data timely per Phoenix policies and internal business controls
•  Understands the internal cost associated with all Phoenix resident care programs

EDUCATION/EXPERIENCE/LICENSURE- CERTIFICATICATION

•  Education: Bachelor’s degree in Business Administration, Human Resources Administration, Accounting, Gerontology or other course of study that relates to service to the elderly and financial management, preferred. 
•  2 – 3 years department management experience in senior living/skilled nursing as well as demonstrated supervisory and management skills
•  Must have demonstrated Leadership capabilities
•  Multi-department experience strongly recommended
•  Book keeping experience
•  Extensive knowledge and experience in Assisted Living industry and Dementia care

SKILLS AND ABILITIES

•  Demonstrated ability to schedule, orientate and train staff
•  Understanding of infection control procedures
•  Demonstrate the ability to Plan and Organize
•  Demonstrate the ability to Multi task and Manage Stress
•  Proficient in using MS Office
•  Understands and develops Personalized Service Plans
•  Understands advanced directives and end-of-life care
•  Understands and embraces the assisted living philosophy
•  Demonstrated knowledge of state regulations. Proficient in using state audit compliance tools
•  Is proficient in time management skills and adherence to deadlines
•  Has exceptional grammar and documentation skills
•  Understands basic concepts of risk management

PHYSICAL REQUIREMENTS

In an 8 hour workday, associate may stand / walk:

           Hours at one time: 0 - 2

           Total hours/ day: 4 – 6

In an 8 hour workday, associate may sit:

           Hours at one time: 0 - 4

           Total hours/ day: 4 - 6

In an 8 hour workday, associate may drive:

           30-60 minutes, 1 - 2 times a week

Associate will support / assist: (Maximum lbs)

           Frequency: 50 lbs

           Occasionally: 150 lbs

Associate will lift / carry (Maximum lbs)

           Frequency: 40 lbs

           Occasionally: 70 lbs

           Height of lift: 3 – 4 feet

           Distance of carry: 30 yards

Associate will use hands for repetitive:

           Simple grasping, pushing, and pulling, fine manipulation

Associate should be able to:

           Bend: Occasionally

           Squat: Occasionally

           Kneel: Occasionally

           Climb:Occasionally

           Reach:Occasionally, 3 feet