VIC - Business Office Director

At Vitality, our mission is to create vibrant communities where residents, families and team members can be themselves, live purposefully and experience a profound sense of belonging.  We are looking for an experienced, vibrant leader with a proven track record for success who can make our mission come to life.  Keeping focused on our core values, we strive each day to ensure that our residents remain connected and purposeful.     

GENERAL PURPOSE:

Leads the business through management and supervision of the day-to-day accounting functions at the community.   Leads others through oversight of People & Culture, employee relations and team development.  Leads others and leads by example as supervisor of concierge and transportation team members.  Ensures efficient and effective communication with other departments.  Assists the Executive Director in ensuring adherence to all operations systems and functions.

RESPONSIBILITIES:

• Maintains basic knowledge of computer software and internet platforms including email.
• Oversees the day-to-day operations of the business office, including staffing coverage and management.  
• Ensures all proprietary, financial, team member and resident information is kept confidential. 
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices. 
• Process/file worker’s compensation claims.
• Process orders for all necessary equipment and supplies for the community. Orders are placed within budget guidelines and maintain inventory control. 
• Accountable for business office budget and provides reports to management as requested.
• Review and submit invoices to department leaders for approval and then enter into accounts payable system timely and accurately.  Monitor billing errors.  Generate weekly spend down reports. 
• Maintain Resident Files.
• Assist with lease signing – Vital Connections Meetings.
• Assist in answering resident billing issues.  
• Confirm move-in deposits and collected monthly rent payments are deposited and recorded in a timely manner.
• Send Monthly delinquent notices and follow collection guidelines.
• Process annual resident lease increase letters.
• Enter required information into Eldermark for all Move-in/Move-outs.
• Enter all charges in the billing system prior to running all statements.
• Follow monthly accounting calendar to meet all deadlines. 
• Manage Concierge and Transportation departments.  Responsible for all hiring decisions and other personnel matters relating to these departments.  
• May require occasional travel, occasional weekend, evening or night shifts if needed to ensure shift coverage.  
• Perform staff duties necessary for immediate community operation in case of staffing problem.
• Respect dignity and confidentiality standards and promote resident rights.
• Complete or assist with special projects as requested by community or senior management.  
• Adhere to all policies and procedures of the company.
• Perform other duties as assigned by the Executive Director.

Performs people & culture duties, including but not limited to:

• Maintain team member personnel files. 
• Generate and review weekly labor reports, including agency labor.  Forward report to RVP of Operations.
• Enter new hires into ADP
• Submit new hire, termination, LOA, commissions, salary adjustment, and all other payroll related documentation to HR by email in a timely manner.
• Submit all signed missed punch forms, employee meal tickets, and missed hours to payroll via email.
• Meet payroll cutoff time by ensuring that all team member time clock edits are done timely.
• Promote personal and professional growth of staff and conducts performance reviews for direct reports. 
• Place open position ads; assist in recruiting, hiring, supervising, evaluating, counseling, and if necessary, terminating team members.
• Work with support office and People & Culture on corrective action situations and meets with team members to discuss issues and concerns.
• Onboard new team members, including creating and maintaining team member files.
• Assist in training team members by conducting new hire orientation. 
• Enroll, monitor completion, certificate archiving/filing and deactivation of all team members in continuing education online program (Relias).
• Ensure new hire team member criminal histories, drug testing, and state required background checks are completed.
• Verify required team member licenses and certifications are current; and
• Confirm team member tuberculosis screening is performed as required by state or provincial regulations.

LEADERSHIP FUNCTIONS:

• Participate in the Leader on Duty program.
• Conduct community tours to prospective residents and their families. 
• Attend various community events.
• Increase team member recognition and reward through performance reviews and promotion.
• Attend and participate in onboarding, annual and in-service training, and team member meetings, as requested.
• Understand and implement all emergency plans including fire, hurricane, earthquake, and other disasters. 
• Understand leadership role in the community safety and disaster plan.
• Must be able to assist in the evacuation of residents.
• Adhere to Company Leadership Values at all times.
• Adhere to Company safety protocols at all times.

SKILLS and QUALIFICATIONS:

• High school diploma or GED
• 2 – 3 years as a Business Office Director in Assisted Living/Memory Care or related field
• Exceptional teamwork and leadership skills
• Excellent organizational skills and multi-tasking abilities
• Strong attention to detail, basic bookkeeping and organizational skills required
• Strong experience developing individual team members
• Excellent knowledge of the state regulations and compliance management 
• Proven ability to execute results 
• Strong financial and human resources judgement
• Maintains basic knowledge of computer software and internet platforms, including email.
• Working knowledge of basic accounting terminology and processes
• Desire to work with older adults and their families 
• Demonstrate ability to communicate effectively in English, both verbally and in writing
• Projects a positive and professional image at all times
• Meet state or provincial health related requirements
• Maintain current CPR and first aid certification
• Maintain any other certification as required by state or provincial regulations
• Obtain license or certification necessary for the Executive Director position within one year of hire date

MANAGEMENT/DECISION MAKING:

Applies existing guidelines and procedures to make varied decisions within a department. Uses sound judgment and experience to solve moderately complex problems based on precedent, example, reasonableness or a combination of these. 

PHYSICAL DEMANDS and WORKING CONDITIONS:

Physical demands include Standing, Walking, Sitting, Bending, Reaching, Pushing, Pulling, Climbing Stairs, Grasping, Manual Dexterity, Stooping, Kneeling, Crouching, Crawling, Vision Acuity, Talking, and Hearing.

The weight determined to be appropriate for a Business Office Director to lift with or without reasonable accommodations is up to 20 lbs. 

EXPOSURE RISK CLASSIFICATION:
Possible exposure to blood-borne pathogens. May perform unplanned tasks involving exposure to blood, bodily fluids, or tissue, which may contain AIDS, HIV, and Hepatitis A, B, and C viruses.

E-VERIFY NOTICE:

We use E-Verify to confirm the identity and employment eligibility of all new hires