Assistant Administrator in Medford, Oregon at ELDERLY & DISABLED SERVI

The Assistant Administrator assists in the management and administration of a 5-bed Residential Treatment Home (RTH). This position assists in overseeing all operational aspects to ensure high-quality care, regulatory compliance, and efficient facility management.

DUTIES & RESPONSIBILITIES

PROGRAM OPERATIONS

• Assisting the Administrator in overseeing day-to-day operations, including scheduling, staffing, and resource management to maintain optimal care levels.
• Acquire knowledge of Oregon Administrative Rules (OAR) relevant to Residential Treatment Facilities (Chapter 309, Division 35 and Division 19).
• Assist in ensuring program compliance with all relevant OARs, policies, and standards.
• Assist in developing and implementing operational policies and procedures to enhance efficiency and effectiveness.
• Purchase and track inventory, ensuring facility purchases remain within budgetary constraints, while seeking cost-effective purchasing solutions.
• Assist in maintaining up-to-date personnel, client, and program records.
• Supervise clients' PIF money and facility petty cash, ensuring accurate accounting and reconciliation of accounts.
• Manage the collection and tracking of Room & Board payments, ensuring timely follow-up on outstanding amounts.
• Oversee the medication room to ensure medications are stocked, stored, and organized according to regulatory standards.
• Support internal audits by reviewing employee records, client records, and eMAR’s to ensure compliance with OAR’s and organizational policies.
• Assist with projects related to funding, licensing, and accreditation.
• Oversee maintenance of the facility, grounds, and equipment to uphold safety standards and ensure optimal functionality.
• Stay up to date on required training, including assignments in the Relias online learning platform, CPR and First Aid certifications, Oregon Food Handler’s certification, and other training identified by OAR’s.

CLIENT CARE

• Collaborate with healthcare providers, families, guardians, and community partners to coordinate client care.
• Assist in addressing client grievances and concerns promptly and effectively.
• Assist with clients experiencing crisis situations.
• Facilitate and nurture a therapeutic environment, promoting a culture centered around restorative and trauma-informed care.
• Facilitate and coordinate client admissions, discharges, and internal transfers, ensuring efficient processes and smooth transitions within the facility.
• Ensure accurate and timely completion of clinical documentation for billable services, adhering to regulatory standards.
• Collaborate with facility QMHP to develop comprehensive client treatment schedules, ensuring alignment with individualized treatment plans and therapeutic goals.
• Track incident reports and ensure incidents are reviewed and handled per EDS policies.
• Maintain an active and visible presence within the milieu.

SUPERVISION OF PERSONNEL

• Assist in the supervision and support of staff, fostering a positive and inclusive work environment.
• Assist with onboarding and training of new staff, ensuring compliance with job responsibilities and OAR regulations.
• Develop and maintain staffing schedules; review and verify timesheets, approve time-off requests and fill in/cover shifts as needed.
• In collaboration with the Program Administrative team, maintain availability via telephone after hours to respond to emergencies, provide support and ensure necessary follow-up.
• Support in scheduling employee evaluations and delivering constructive feedback to foster professional growth and development.
• Assist with documenting supervision and disciplinary action; provide copies to the Human Resource department.

SAFETY

• Respond promptly and effectively to incidents or emergencies that occur within the facility.
• Report all on the job accidents within 24 hours to Supervisor and HR department
• Ensure that health and hygiene standards are maintained throughout the facility to prevent the spread of infections or diseases.
• Participate in regular safety audits and inspections. Identify opportunities for improvement in safety practices and implement necessary changes.
• Promote and enforce team lifting procedures for items weighing over 50lbs.

PHYSICAL DEMAND

• Ability to sit, stand and walk for extended periods. Staff may need to run, bend, stoop, lift, or reach on occasion.
• Manual dexterity to operate a computer keyboard, tools, controls and to handle paperwork.
• Visual acuity to read documents, computer screens, and observe facility operations.
• Ability to navigate the facility, including stairs and corridors, as needed.
• Hearing and verbal communication skills to interact effectively with staff, clients and administrative staff.

WORK ENVIRONMENT

Work will generally occur in a Residential Treatment program but can occur throughout the community. As such, some travel may be required, and safe driving is essential. Work in this field can be mentally and emotionally demanding and requires personal and professional skills to effectively cope with potential stressors.

Duties and Responsibilities and Working Conditions outlined above are illustrative of various duties that may be regularly performed but may not reflect every task required of the position. Other duties that are similar, related, or logical to the position may be assigned at any time. This job description does not constitute an employment agreement between Elderly and Disabled Services and the employee and is subject to change by the employer as needed.

EDS shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity or national origin.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or other characteristics.

• Must be a Qualified Mental Health Associate (QMHA) certified through the Mental Health and Addictions Certification Board of Oregon (MHACBO).
• Minimum of 2 years supervisory experience is preferred.
• Excellent interpersonal, communication, and organizational skills.
• Ability to make sound decisions and effectively manage resources.
• Proficient in utilizing software systems including Electronic Health Records, eMARs and Google Workspace.
• Valid driver's license and ability to pass a DHS criminal background check.