Administrator

Administrator: Role and Responsibilities

Position Title: SNU Administrator: Reports To:

· Owner

· Governing Body Supervises:

SNU Administrator Supervises

· Field Supervisors

· Office Manager, and other assigned personnel.

· Direct Support Professionals (DSPs)

1. Position Summary

The HCBS Administrator is responsible for the overall leadership, daily operations, regulatory compliance, staffing, financial oversight, and quality of services provided by a Home and Community-Based Services agency. The Administrator ensures that individuals receiving services are treated with dignity and respect and are supported in achieving greater independence, personal growth, community participation, and self-determination.

The Administrator ensures that the agency operates according to applicable state licensing requirements, HCBS waiver regulations, approved service plans, organizational policies, and contractual obligations. The position also focuses on developing effective staff, maintaining accurate documentation, protecting individuals' rights, and supporting the agency's long-term growth and sustainability.

2. Essential Duties and Responsibilities

A. Administrative Leadership and Operations

• Oversee the agency's daily operations to ensure services are delivered effectively and consistently.
• Develop, implement, and maintain organizational policies, procedures, and operational standards.
• Establish annual goals, performance expectations, and departmental objectives.
• Ensure that supervisors and staff understand their responsibilities and are held accountable for performance.
• Conduct regular management meetings to review operations, staffing, service delivery, compliance, and outstanding issues.
• Monitor service schedules, staff assignments, caseloads, and coverage to minimize service interruptions.
• Maintain effective communication among management, employees, individuals receiving services, families, and authorized representatives.
• Identify operational challenges and implement corrective actions.
• Report significant operational concerns, risks, and performance outcomes to ownership or the governing body.

B. Regulatory Compliance and Licensing

• Ensure compliance with applicable state licensing requirements, HCBS waiver rules, Medicaid requirements, and other governing regulations.
• Maintain current agency licenses, certifications, approvals, and required registrations.
• Ensure that services are delivered within the agency's approved scope, licensed capacity, and authorized service categories.
• Maintain accurate and accessible records for licensing inspections, Medicaid reviews, audits, and investigations.
• Ensure required staff background checks, qualifications, training, competency assessments, and certifications are completed and documented.
• Review policies periodically and update them when regulations or agency requirements change.
• Monitor compliance with incident reporting, abuse and neglect prevention, confidentiality, individual rights, and documentation requirements.
• Coordinate responses to regulatory findings and ensure corrective action plans are completed within required timeframes.
• Ensure the agency cooperates with authorized regulatory agencies and responds to requests for records or information appropriately.

C. Individual Rights, Safety, and Quality of Care

• Ensure each individual is treated with dignity, respect, fairness, and consideration.
• Protect individuals' rights to privacy, choice, independence, and self-determination.
• Promote person-centered planning and services based on each individual's assessed needs, preferences, abilities, and goals.
• Ensure staff follow approved service plans, support instructions, risk-management measures, and applicable restrictions.
• Monitor complaints, grievances, incidents, injuries, allegations of abuse or neglect, and other safety concerns.
• Ensure immediate protective measures and required notifications are completed when an individual may be at risk.
• Ensure incidents are documented, investigated, reported, and followed up according to applicable requirements.
• Review trends in incidents and complaints to identify opportunities for prevention and improvement.
• Ensure individuals and their authorized representatives receive information about rights and complaint procedures when required.
• Promote community integration, meaningful activities, independence, and opportunities for personal growth.

D. Staff Management and Supervision

• Recruit, interview, hire, and retain qualified personnel within the Administrator's authority.
• Ensure employees complete orientation, required training, competency assessments, and ongoing professional development.
• Establish clear job descriptions, performance standards, and reporting relationships.
• Supervise and evaluate HCBS Supervisors, Field Supervisors, and other direct reports.
• Ensure supervisors appropriately oversee DSPs and verify that assigned services are being delivered.
• Review attendance, punctuality, timekeeping, staffing coverage, and employee performance.
• Address misconduct, performance deficiencies, and policy violations through appropriate coaching and disciplinary procedures.
• Ensure staffing schedules support individual needs and authorized service hours.
• Maintain personnel files, training records, credential documentation, and performance evaluations.
• Promote a professional workplace that emphasizes accountability, teamwork, confidentiality, and ethical conduct.

E. Service Delivery and Individual Support Plans

• Ensure each individual has the required assessments, service authorizations, and person-centered service plans before services are delivered, as applicable.
• Verify that services are consistent with approved plans, authorized hours, and the individual's identified needs.
• Monitor whether services are delivered as scheduled and address missed, late, or incomplete visits.
• Ensure supervisors conduct required monitoring visits, record reviews, and individual progress reviews.
• Confirm that documentation reflects the services actually delivered and the individual's response to support.
• Coordinate with case managers, support coordinators, families, healthcare providers, and other authorized parties as appropriate.
• Review changes in individual needs and ensure concerns are communicated to the appropriate professionals.
• Prevent unauthorized services, inaccurate billing, and delivery of services outside approved authorizations.

F. Quality Assurance and Performance Improvement

• Develop and maintain a quality assurance and performance improvement process appropriate to the agency's requirements.
• Conduct routine reviews of service records, staff documentation, incident reports, and individual outcomes.
• Monitor compliance with service plans, required visits, training deadlines, and documentation standards.
• Identify recurring problems and establish corrective action plans.
• Track corrective actions to completion and verify that improvements are effective.
• Review complaints, satisfaction feedback, incident trends, and service-delivery performance.
• Prepare quality reports for ownership or the governing body.
• Promote continuous improvement in safety, service quality, staff performance, and individual satisfaction.

G. Financial and Billing Oversight

• Assist in developing and monitoring the agency's operating budget.
• Reviewing all and ongoing Comprehensive Plan of Service (CPOC) for client’s serviced by Special Needs Unlimited, making sure the correct information is correct and accurate for the needs of the client and Special Needs Unlimited.
• Monitor payroll expenses, staffing costs, overtime, and other operating expenditures.
• Oversee billing processes to ensure claims are supported by accurate documentation and valid authorizations.
• Ensure appropriate procedures are in place to prevent duplicate billing, billing for services not delivered, and other billing errors.
• Monitor accounts receivable, service utilization, and revenue performance.
• Review staffing and service-delivery efficiency while maintaining required quality and safety standards.
• Coordinate with accounting or billing personnel to resolve payment discrepancies and denied claims.
• Provide financial and operational reports to ownership or the governing body.
• Recommend strategies to improve financial sustainability without compromising individual care.

H. Documentation and Record Management

• Ensure individual records are complete, accurate, current, confidential, and securely maintained.
• Ensure personnel files contain required employment, screening, training, and competency documentation.
• Maintain current policies, procedures, licenses, inspection reports, incident records, and corrective action documentation.
• Establish processes for timely completion and review of service notes, timesheets, progress reports, and other required records.
• Ensure records are retained and disclosed in accordance with applicable laws and organizational policy.
• Monitor electronic recordkeeping systems and access controls to protect confidential information.
• Ensure records are available for authorized audits, inspections, and investigations.

I. Incident Management and Emergency Preparedness

• Ensure staff understand emergency procedures and their responsibilities for protecting individuals.
• Oversee appropriate responses to medical emergencies, injuries, missing individuals, allegations of abuse or neglect, and other critical incidents.
• Ensure required reporting and notifications are completed within applicable deadlines.
• Review incident investigations and ensure follow-up actions address identified risks.
• Maintain emergency plans, contact lists, continuity procedures, and staff communication protocols.
• Ensure required emergency preparedness training and drills are completed and documented.
• Coordinate with appropriate authorities, healthcare professionals, and authorized representatives when necessary.
• Escalate serious incidents to ownership and regulatory agencies when required.

J. Communication and Stakeholder Relations

• Serve as a primary administrative contact for regulatory representatives, referral sources, case managers, and other stakeholders.
• Address complaints and concerns professionally and within required timeframes.
• Maintain appropriate communication with individuals receiving services and their authorized representatives.
• Coordinate with supervisors to resolve service-delivery problems.
• Represent the agency during meetings, inspections, audits, and professional engagements.
• Promote a positive reputation for the organization through ethical practices and dependable service delivery.

K. Business Development and Organizational Growth

• Identify opportunities to expand services within the agency's licensing and operational capabilities.
• Evaluate staffing capacity, service demand, financial performance, and compliance readiness before expanding.
• Develop strategies for employee recruitment, retention, and professional development.
• Improve internal workflows and administrative systems.
• Establish measurable performance goals for supervisors and departments.
• Monitor key performance indicators, including service delivery, staffing stability, documentation compliance, incident trends, and financial performance.
• Recommend operational improvements that support sustainable growth and high-quality services.

3. HCBS Administrator's Accountability Structure

Owner / Governing Body

HCBS Administrator

Overall operations, compliance, staffing, finances, and quality

HCBS Supervisor / Field Supervisor

Staff oversight, service monitoring, documentation, and follow-up

Direct Support Professionals (DSPs)

Direct support, daily documentation, safety, and individual goals.

The Administrator may also directly oversee office staff, HR, scheduling, billing, or quality assurance personnel, depending on the size of the agency. This structure should be adjusted to the organization's actual reporting lines and applicable licensing requirements.

4. Daily, Weekly, and Monthly Responsibilities

Frequency

Key responsibilities

Daily

Review urgent incidents, staffing coverage, missed visits, service interruptions, and immediate compliance concerns.

Weekly

Meet with supervisors, review staffing and documentation issues, monitor outstanding corrective actions, and address operational barriers.

Monthly

Review service quality, incident trends, payroll and billing performance, training compliance, and departmental goals.

Quarterly

Review policies, audit results, performance trends, employee development, and quality improvement initiatives.

Annually

Review organizational goals, budget, emergency plans, staff evaluations, required training, and policy updates according to applicable deadlines.

The schedule above is a recommended management framework, not a substitute for legally mandated reporting, review, or inspection deadlines.

5. HCBS Administrator Performance Evaluation

The Administrator's performance can be measured using the following indicators:

• Regulatory compliance and readiness for inspections.
• Completion of required corrective actions within established deadlines.
• Accuracy and timeliness of individual and personnel documentation.
• Percentage of required staff training and competency items completed on time.
• Reliability of staffing coverage and delivery of authorized services.
• Timeliness and completeness of incident reporting and follow-up.
• Individual and family satisfaction and complaint resolution.
• Billing accuracy and reduction of preventable claim denials.
• Employee retention, attendance, and performance management.
• Progress toward approved financial, operational, and quality improvement goals.

6. Qualifications and Competencies

The Administrator should possess:

• Relevant experience in HCBS, disability services, healthcare administration, social services, or a related field.
• Knowledge of applicable state licensing requirements, Medicaid waiver programs, and HCBS regulations.
• Strong leadership, supervisory, organizational, and problem-solving skills.
• Experience with personnel management, compliance monitoring, documentation, and quality improvement.
• Ability to interpret policies and implement corrective actions.
• Effective written and verbal communication skills.
• Sound judgment, confidentiality, ethical conduct, and a commitment to individual rights.
• Any education, experience, background clearances, or credentials required by the applicable state and service program.

7. Overall Accountability Statement

The HCBS Administrator is accountable for ensuring that the agency operates responsibly, delivers authorized and person-centered services, protects the rights and safety of individuals, maintains regulatory compliance, develops competent staff, and sustains financial and operational stability. The Administrator must promptly address identified deficiencies, document corrective actions, and maintain a culture of accountability and continuous improvement.

Pay: $55,000.00 - $60,000.00 per year

Work Location: In person

Salary : $55,000 - $60,000