Director of Operations

POSITION OVERVIEW:

Provide direct supervision to the Senior Shift Supervisor/Shift Supervisors. Assist Program Director with the oversight of the Operations Department, contracted building maintenance, and contracted security along with monitors their tasks and goals. This includes, but is not limited to, record keeping statistical, site coverage, investigations, building maintenance, and client care/crisis intervention. Provide emergency first aid/CRP assistance when needed. Related duties as assigned.

KEY ESSENTIAL FUNCTIONS:

Work Performance:

• Supervisor and coach ensure high quality service delivery, including; participation in monthly departmental meetings and schedules supervision

• Ensure that supervision subscribes to the established format and reviews tasks outlined by the position.

• Meet all training standards, and schedule regular training sessions to ensure all subordinates meet training standards

• Lead subordinates in crisis presentation and intervention techniques 

• Ensure 100% of clients maintain access to client services (meals, laundry, toiletries, etc.)

• Maintain knowledge of, and ensure compliance with Part 491 Regulations, the Callaghan Decree and those of all funding sources

• Maintain working knowledge of all technological systems utilized by the program and its affiliates 

• Maintain working knowledge of strengths and challenges of subordinates and have a working plan as to how to address those challenges

• Maintain strong collaborative relationship with all providers affiliated with ANH

Reporting and Documentation: 

• Complete, review and ensure timely submission of all internal and external reports

• Ensure work outputs are of substance 

• Review and track work order submission and completion

• Review and track all incident reports

• Review and update monthly building schedules inclusive of securing appropriate certifications (operations, maintenance, security, DHSPD)

• Complete monthly building inspections

• Track visits and all services rendered by vendors/contactors

• Complete audit of Fire Safety records

• Complete monthly inventory of client supplies

• Produce meeting minutes for each departmental meeting conducted

• Conduct and document supervision of all direct reports

• Provide staff with Corrective Action Plans (CAPs) to ensure satisfactory work performance and progressive disciplinary action when required

• Review and document follow up of all operational complaints/grievances

• Conduct audit of operational tasks including: bed signing procedures, supply issuance, meal rosters, property storage, locker inspections, dorm inspections, facility logbook, incident submission, etc.

• Ensure timely completion of all investigations pertaining to Operations

• Maintain van schedule 

• Conduct vehicle inspections and ensure vehicle maintenance 

Engagement: 

• Ensure the best customer service is provided to every client

• Hold each client and staff’s information in the highest confidence

• Ensure compliance with behaviors outlined by ANH’s Standards of Conduct, Code of Conduct, and Workplace Civility Policy

• Model appropriate behaviors for clients and staff

Time and Attendance: 

• Adhere to work schedule and ensure adherence to Operations, Security and Maintenance schedule by relevant staff

• Avoid unscheduled absences

• Review and manage hours allotted to the department and respond to time off requests

• Utilize time management skills to prioritize tasks and ensure completion of work in a reasonable timeframe

Professional Conduct: 

• Perform job duties with quality

• Lend interdepartmental support in times of need

• Adhere to the Dress Code Policy 

• Model appropriate behaviors for staff 

• Be a resource to staff and colleagues 

• Maintain open lines of communication with all departments, vendors, IVC, DHS Administration, ANH Administration, and partners within the community

TARGETS & OUTPUTS:

100% of new staff will receive an orientation on their first working shift 

100% of building will be inspected weekly for maintenance and general environmental concerns

100% of common areas of the physical plant will be inspected daily

100% of program’s mechanics will be inspected monthly (boiler, sprinkler, elevator, oil pump etc.)

100% of work orders will be submitted monthly

100% of fire safety logs will be audited monthly

100% of staff fitness certificates will be audited monthly

100% of program-assigned building repairs and violations will receive resolution in 30 days

100% of all accidents will be addressed, documented, and reported to Program Director daily

100 % of client grievances will be addressed within 7 days

100% if nightly census will be reported with accuracy

100% of all direct reports will have 1 documented supervision session per month

100% of all reports will be working at a satisfactory level or better monthly 

100% of all regulatory inspections conducted will receive a positive rating per inspection (OTDA, DHS, DOD, FDNY, etc.)

100% of performance appraisals for all direct reports will be completed in a timely manner 

100% of program vehicles will receive a monthly inspections (on site)

75% of building residents will receive a licker inspection monthly

REQUIREMENTS:

1) HS Diploma/Equivalent 

2) F-80 Certificate 

3) Food Handlers Certificate 

4) CPR & First Aid 

5) Overdose Prevention Rescue Training 

6) Mental Health 

7) CARES (Getting Started & Bed Management) 

8) Basic computer skills (MS Office) 

9) Knowledge of internet and email services 

PHYSICAL DEMANDS & WORKING ENVIRONMENT:

• Shift Work required

• Incumbents in this position are required to perform the following physical actions: Typing, climbing stairs and light work (lifting approximately 20 pounds maximum with frequent lifting and/or carrying of objects up to 10 pounds. May involve significant amounts of walking, standing, pushing, or pulling)

• Use computer for data inquiry, file access and printing of reports that are already set up; use computer for basic work processing/basic spreadsheet use

• All work will be completed at the site