Executive Director, Three Rivers MI in Three Rivers, Wisconsin at Frontida Management Group LLC

JOB DESCRIPTION

POSITION: Executive Director, Three Rivers MI

REPORTS TO: Senior Vice President

JOB SUMMARY: The Executive Director must be an independent, driven individual with strong communication. He/She must effectively oversee the daily operations of the community. Directs the development, implementation and monitoring of the communitie’s activities according to its Program Statement in compliance with State Regulation, OSHA Regulations, and Frontida’s policies and procedures. Lead the initial state licensing application process with the Michigan Department of Licensing and Regulatory Affairs (LARA) under Home for the Aged (HFA). Responsible for maintaining a safe, clean, and respectful environment for Residents, staff and Resident contacts, and for ensuring that the health, safety, privacy, and welfare of the Residents are promoted and protected with diligence and care. Driving occupancy through strategic marketing initiatives and community outreach. The Executive Director is responsible for representing Frontida well and promoting its culture.

QUALIFICATIONS: Must have a history of actively demonstrating Frontida’s culture and exhibiting extraordinary care toward residents. Must be adept at working independently, must be able to prioritize and organize workload. Should be eager to learn, including by accepting and offering feedback. This position requires a sincere dedication to providing support and health services to the elderly and/or disabled populations in a manner that promotes the philosophy and mission of Frontida. Experience developing and executing comprehensive marketing campaigns which yield results in occupany and revenue generation. The Residents may need care and assistance at any time, so the Executive Director is required to have the ability to stand, lift, bend, stoop, push, and pull. Must be meet the requirements for MI administrator.

The Executive Director is expected to be demonstrating competency and pursuing proficiency in the following areas; this is how the Executive Director will be measured at period evaluations of his/her performance:

Pre-Open:

• Construction & Design Liaison: Walk the site regularly with contractors and developers to monitor construction milestones, ensuring layout designs align with physical plant requirements for Michigan senior living facilities.
• Vendor & Contract Management: collaborate with approved vendors for essential services including food service/dietary, medical waste, pharmacy partnerships, IT, and maintenance.
• Leadership Recruitment: Source and hire the core department head team (e.g., Director of Nursing/Wellness, (Sales)Community Relations Director, Dining Director) by T-minus 3 to 6 months.
• Staff Onboarding & Core Training: Design and execute a comprehensive orientation program ensuring all initial hires complete required Michigan background checks (including fingerprinting) and training in first aid, CPR, and resident rights before opening.

1. Job Skills and Knowledge:
   1. Has practical, technical and professional skills required for the job.
   2. Formulate, document, and establish comprehensive operational policies, emergency disaster plans, and resident care protocols tailored to Michigan regulatory standards.
   3. Keeps up to date with best practices and new developments.
   4. Utilizes resources to obtain answers.
   5. Uses appropriate tools and systems.
2. Planning and Organization:
   1. Sets precise, measurable goals that are realistic, challenging and compatible with company goals.
   2. Organizes work; manages time effectively.
   3. Anticipates problems and plans accordingly; acts versus reacts.
   4. Delegates and follow up appropriately; stays ‘hands on”.
   5. Able to prioritize work, sets realistic deadlines for self and others and ensured deadlines are met.
3. Financial Management:
   1. Collaborate with corporate ownership to develop the pre-opening budget, tracking initial capital expenditures and ensuring the facility meets financial benchmarks leading up to Day 1.
   2. Fianlized budget administration
   3. Resident Funds
   4. Manage accounts payable and receivable, including billing and collections.
   5. Prepare monthly financial reports, track expenses and budget forecasting.
   6. Oversee Community’s payroll processing, ensuring accuracy for all staff.
   7. Address any billing concerns with residents, their families, business office and external agencies.
4. Training and Development:
   1. Ensures new team members are fully trained on all aspects of the job.
   2. Seeks out opportunities for self-development.
   3. Identifies promotable team members and provides necessary training.
   4. Capitalizes on “teachable moments” to grow others.
   5. Addresses performance deficiencies; uses the team member corrective action processes effectively.
   6. Provides timely positive and developmental feedback to team members.
5. Problem Solving and Decision Making
   1. Thinks logically; uses common sense; makes decisions based on applicable information.
   2. Offers creative and effective solutions.
   3. Takes time necessary to make right choices; does so quickly if needed.
   4. Uses all available and appropriate resources, including team members.
   5. Follows up to ensure that appropriate actions have been taken.
   6. Open to new ideas, allows and supports team members to make decisions.
6. Communications
   1. Presents ideas and information in a concise, well organized way.
   2. Listens; Fosters open communication; seeks others’ opinions.
   3. Shares information openly and is considerate of the timing, content and/or forum.
   4. Holds well organized and effective meetings.
   5. Participates actively in meetings; makes meaningful contributions.
   6. Communicating necessary information to supervisor, peers and team members in a timely and appropriate manner.
7. Courageous Leadership and Management
   1. Maintains a consistent mood and approach from day-to-day.
   2. Treats all team members with fairness and respect.
   3. Champions change; adapts to change.
   4. Assumes personal responsibility for actions; admits to own weaknesses.
   5. Asks for and is responsive to feedback on own management style.
   6. Displays confidence in actions, displays modesty.
   7. Identifies and resolves conflict/dissatisfaction issues in a timely manner.
8. Independent Leadership Skills
   1. Manages as if it were his/her own business.
   2. Works independently; does not wait to be told what to do.
   3. Is progressive in outlook; initiates new approaches and ideas.
   4. Makes good decisions, can “think on your feet”.
   5. Avoids getting caught up in work that shortchanges personal contact.
   6. Seeks to improve systems and processes.
   7. Effectively communicates any and all issues regarding the community and its residents.
9. Teamwork
   1. Motivates others; creates enthusiasm for team effort.
   2. Sets a model for teamwork that encourages common goals.
   3. Takes a lead role in managing conflict; helps team find the “win-win”.
   4. Praises and supports peers.
   5. Is an effective team builder promoting strong working relationships.
   6. Periodically plans activities to develop teamwork and pride.
   7. Sets a positive example for peers and team members.
10. Resident Service and Satisfaction
    1. Takes initiative to inquire about resident needs and opinions.
    2. Interacts with residents frequently to ensure satisfaction and fulfillment.
    3. Encourages and develops resident service skills in team members.
    4. Cultivates relationships with resident’s supports.
    5. Effectively handles and responds to resident complaints; seeks “win-win” solutions to resident issues.
    6. Effectively communicates resident concerns/complaints to upper management in a timely manner.
11. Compliance and Safety
    1. Applies regulations to daily operations.
    2. Executes safety drills in a timely manner.
    3. Identifies potential safety issues and reports/responds immediately.
    4. Sets a positive example for the team.
    5. Ensures safety & security practices and procedures are followed.

DUTIES:

Operations:To independently lead the facility in a manner which maximizes productivity while assuring high quality of care. The responsibilities include, but are not limited to the following:

• Supervise and monitor the residents’ personal care, including bathing, meals, laundry, activities, transportation and medication administration.
• Regularly communicate with and develop relationships with residents, their families, case managers, physicians and other resident contacts.
• Set priorities for the home and provide oversight, guidance and supervision to the caregivers.
• Act immediately to resolve any material problems and shortages.
• Purchase or coordinate ordering materials for the home.
• Ensure that the proper amount of labor work force is allocated to each shift.
• Coordinate all details of the admission of new residents, coordination with physician and resident’s contacts regarding paperwork, details, etc.
• Maintain frequent communications with the Senior Manager or other leadership to assure the timely passing of critical information.
• Develop systems and procedures to improve, define, and/or standardize house operations.
• Actively monitor the communities compliance with every part of regulatory requirments.
• Oversee dietary quality, food prep and delivery.
• Remain current with industry trends.
• Communicate with and respond to CMUs, and LARA surveyors.
• Ensure caregivers are properly trained and backup personnel are used to cover for people who are ill or absent.
• Manage the procedure and distribution of Resident Funds including the accurate reporting to the rep payee and/or applicable resident contacts.
• Communicate with Maintenance personnel to ensure that the home meets safety and aesthetic compliance.
• Regularly communicate with all members of Senior Management to ensure compliance with all Frontida, Inc.’s policies.
• Review all incident reports immediately, report incidents to Senior Management, physicians, applicable resident contacts as necessary. Implement safety measures or interventions as necessary.
• Effectively delegate responsibilities to appropriate team members.
• Control costs and expenses in budget, communicate with Financial Controller re: any variances. Report petty cash expenses in a timely manner on a monthly basis.
• Participate in development and subsequent execution of correction plans as required by LARA and other regulatory agencies.
• Manage and process accounts payable and reveivables including billing and collections.
• Address any billing concerns with residents and their families.
• Effectively communiciate business office actively and updates to the team and accounting department.

Sales & Marketing:

• Maintain strong relationships with existing residents and their responsible parties.
• Develop and execute a comprehensive marketing and sales plan to achieve occupancy and revenue targets.
• Develop, plan, implement and conduct community events such as Open Houses, family events, and other facility events.
• Lead Generation & CRM Management: Actively build and manage the initial prospective resident database (CRM), executing rapid follow-ups to convert early-stage inquiries into depositors.
• Local Networking & Brand Awareness: Establish a presence in the local Michigan market by building strategic relationships with hospital discharge planners, rehabilitation centers, local Area Agencies on Aging (AAA), and elder law attorneys.
• Pre-Leasing & Deposit Goals: Drive the pre-leasing process to achieve aggressive monthly deposit goals, securing foundational census numbers prior to the official certificate of occupancy.
• Marketing Collateral & Outreach: Enage in the development of localized marketing materials, coordinate community informational seminars, and host off-site "sneak peek" events for families and prospective residents.
• Competitive Market Analysis: Conduct ongoing local market research to evaluate competitor pricing, amenities, and concessions, adjustments to position the new community as a premier choice.

HR/Team member Development:

• Conduct meetings with the team members to review policies and ongoing training.
• Complete or delegate all team member scheduling; monitor and approve or deny time-off requests, shift change requests, absence or late reports.
• Manage payroll and timekeeping records ensuring they are complete and accurate prior to submission for payroll processing, including all applicable supporting documentation.
• Accept applications, identify potential candidates, assist in interviewing process and participate in the hiring decision. Work with Sr. Manager to extend offers to the selected candidates. Work with the Senior Manager to ensure the company orientation takes place.
• Provide all change-of-status forms to Human Resources.
• Participate and contribute to effective training programs for the staff as it relates to the company’s policies and procedures.
• Maintain knowledge of industry trends, employment legislation and Frontida’s personnel policies and procedures as they are communicated by Senior Management.
• Communicate appropriate and timely feedback to all team members, documenting and delivering Corrective Action, using this as a tool to effectively communicate Frontida’s expectations to team members.
• Perform team member evaluations at the appropriate time periods for every person reporting directly to the Executive Director.
• Assist with unemployment claims, appeals and hearings as needed.
• Ensure that all house team members are properly trained and have the skills, tools and information to do their job.
• Process all new team members, new hire reporting, W4, I9, etc., as needed.
• Maintain the staff records, including orientation, continuing education, evaluations, training, and all regulatory agencies including LARA and DWD required documents.
• Actively encourages growth in team members and recommend team members for additional opportunities within the company.