JOB DESCRIPTION: Assisted Living Manager I-H

Alternate Title(s):  House Manager

COMPANY:  HolBrock Estates Supportive Housing Programs

DIVISION: Operations

DEPARTMENT:  Supportive Housing Programs

UNIT: n/a

ACCOUNTABLE TO:  Chief Operations Officer

ACCOUNTABLE FOR:  

• Direct Support Professionals (for assisted living and residential treatment care related duties)
• Certified Peer Recovery Specialist (for assisted living and residential treatment care related duties)
• Meal Services Provider
• Delegating Registered Nurse Case Manager 

CLASSIFICATION: Full-time salaried minimum 40 hours per week. Exempt. W-2.

WORK SCHEDULE: work at assigned facility location or main offices Monday through Friday between the hours of 8:00 AM to 5:00 PM and after hours as needed.

COMPENSATION RANGE (to be deleted before issuance to employee / new hire): Compensation ranges salary between $800.00 to $1,000.00 per week; and is commensurate upon experience, expertise, company budget, and verified credentials.  

ANTICIPATED TRAVEL: 80% of the time. There is no additional compensation for travel.

SUMMARY OF POSITION RESPONSIBILITIES:  The Assisted Living Manager is responsible for overseeing the day to day supportive housing care related operations of the assisted living programs, residential treatment programs and supportive housing bed rental programs.  The Assisted Living Manager is to ensure said operations are compliant, safe, welcoming, people friendly, efficient and profitable at all times; and is expected to be a self-starter, organized, competent in the role, adaptable, and a fast learner.  

SCHEDULED DUTIES AND RESPONSIBILITIES:

1. Understand all sections of COMAR 10.07.14.00 to COMAR 10.07.14.64 and ensure all assisted living operations comply with those standards.  
2. Respond to and/or troubleshoot with assigned staff the emergent needs of each facility or resident under your supervision as needed.
3. On a daily basis, read 3 out of the 64 sections of COMAR consecutively.  Consider the operations making changes in collaboration with the Chief Operations Officer if needed.
4. On an ongoing basis, using the appropriate checklist as a guide, audit each residential facility and implement corrective actions to any deficiencies uncovered before moving forward to the next site.  If you are pulled away temporarily for any reason, return to the site to complete your audit.
5. Refer any property maintenance issues to the Property Manager and follow up as needed.
6. Submit completed checklists, plans of corrections, end of shift reports, and shift change logs to hr@cwcmd.org before leaving for the shift.
7. Understand the role of the staff you are accountable for.  Ensure those staff are performing their duties as assigned; enforcing standards through disciplinary action and commendations as needed.
   1. Monitor cameras to ensure staff are on site and performing duties during their shift.
   2. Spearhead the supportive housing portion of daily operational meetings.  Gather and troubleshoot supportive housing issues that arise.  
   3. Assist the Human Resources Department with addressing staff record compliance issues for staff under your direct supervision.
8. Ensure the Administrative Assistant and Direct Support Professional / Certified Peer Recovery Specialist complete and document fire drills, disaster drills and self-inspections in accordance with established schedules.
9. Ensure the assisted living and residential treatment sites are staffed 24 hours a day 7 days a week with an appropriate staff person in accordance with the CEO approved staffing plan by:

1. Understanding the CEO approved staffing plan is and verifying with the COO whether or not it needs to be updated on a weekly basis.
2. Ensuring the shift scheduler module in Paycom is functional ongoing.  When a staff person does not clock in for an assigned shift, the software should alert eligible staff who are available to sign up for the shift.
3. Maintaining an on-call list of off-duty employees / contractors and call in off-duty staff in the event of call outs and shift coverage issues.
4. Temporarily reassigning staff assigned to supportive housing facilities to understaffed assisted living and residential treatment facilities if necessary.

1. Ensure assisted living and residential treatment client are served 3 meals plus two snacks a day, 7 days a week during posted meal times as indicated on the menu in the common dining area by:
   1. Maintaining the permanently posted 5-week cycle menu board in the dining area of each facility.  Write in any changes to the menu for the day in the designated area on the board.
   2. Hold Direct Support Professional / Certified Peer Recovery Specialist accountable for ensuring all meal service provider deliveries are delivered into the dining area by the meal service provider and that meals arrive pre-plated with utensils and drinks in temperature-controlled bags.  Meals are to remain in the bag until the Direct Support Professional / Certified Peer Recovery Specialist serves the meal to the clients.  Have Direct Support Professional / Certified Peer Recovery Specialist wipe the bags down and return the bags to the meal service provider on the very next food delivery.
   3. Ensure each Direct Support Professional / Certified Peer Recovery Specialist notify meal services provider of clients with dietary restrictions and census daily.  Update dietary restrictions in the meal services manual and in the clients ICANotes record.
   4. Ensure each Direct Support Professional / Certified Peer Recovery Specialist sends a picture of a sample meal upon arrival for quality monitoring.
   5. Ensuring the meal service provider delivers breakfast, lunch and afternoon snack to each dining room by 8:00 AM each morning.  Ensure the meal service provider delivers dinner and evening snack to each dining room by 5:00 PM each afternoon.
2. Ensure the Administrative Assistant properly completes the supportive housing intake process for all clients referred to the company.
3. Assume the role of House Manager for residential treatment programs as defined by COMAR 10.47.02.06.
4. Assume the role of Assisted Living Manager for assisted living facilities as defined by COMAR 10.07.14.
   1. Be available to Office of Health Care Quality surveyors in the event of a survey preferably in person but at minimum, by phone.
   2. Serve as the primary point of contact to external agencies such as the Office of Health Care Quality on behalf of the company.
   3. Receive and complete plans of corrections as issued by the Office of Health Care Quality.
   4. Respond to and assume the role of site authority during critical events that occur at a residential facility under your supervision.
5. In collaboration with the Delegating Registered Nurse Case Manager, ensure that personal care services, medication administration and medication monitoring services are properly rendered to assisted living and residential treatment clients by the Direct Support Professional / Certified Peer Recovery Specialist.
   1. Spearhead a quality assurance meeting on a monthly basis for each facility with the Delegating Registered Nurse Case Manager, the SHPFM Department Supervisor, the Compliance Officer, and the Chief Operations Officer.  Document meeting minutes in the compliance tracker / minute book.
   2. Ensure that Direct Support Professional / Certified Peer Recovery Specialists have a medication technician certification from the Maryland Board of Nursing (MBON) on file with the Human Resources Department prior to rendering medication administration services.
   3. Ensure that Direct Support Professional / Certified Peer Recovery Specialists have demonstrated personal care, infection control and medication handling to Delegating Registered Nurse Case Manager on a monthly basis and that said documentation is in the staffs’ Human Resources Department record.
   4. Ensure Direct Support Professional / Certified Peer Recovery Specialists complete a shift change report and a medication count at the start of each shift.
   5. Ensure Direct Support Professional / Certified Peer Recovery Specialists document medication administration, self-administration, or omissions on the MAR at the time of occurrence.  
   6. Ensure the Delegating Registered Nurse Case Manager reviews and signs each client’s MAR, medication storage, medication documentation each month during the monthly nurse visit addressing any medication or clinical related issues that may arise.
   7. Collect and file completed MARs in the file room at the office at the end of each month.
6. Report to the Chief Operations Officer regularly as requested.

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

1. Participate in external and internal audits/surveys (CARF/CSA/OHCQ) as directed by the supervisor.

2. Participates in quality assurance and performance improvement plans by completing periodic audits or other activities to ensure regulatory compliance and/or improve service delivery.

3. Assist the supervisor with any work-related tasks as requested.

4. Collaborate with and serve as program POC for external treatment providers and outside agencies as needed.

5. Responsible for following regulations of COMAR, CARF, any other regulatory body, and company policies/ procedures related to service delivery and documentation and co-facilitating orientation of all new hires to these as well.

6. Support the maintenance of a safe environment by participating in training and drills as requested.

7. Advise the supervisor on the development and implementation of protocols to better enhance the efficiency of day to day operations effecting change when approvals are made.
8. Troubleshoot and abate any issues that could adversely affect the day-to-day operations.
9. Report to the Supervisor daily and as requested. Report deviation of operational standards to CEO daily.
10. Collaborate with department leaders, external landlords, vendors, utilities providers, housing related external entities and supervisees regularly as needed.
11. Have knowledge of Policies and Procedures of Holbrock Estates Supportive Housing / LightHouse Behavioral Healthcare.
12. Maintain a working knowledge of COMAR as it pertains to assisted living and other residential regulations within the scope of services rendered by the company.
13. Report to the CEO, COO, manager via email when starting and ending service period if not using Company’s time keeping system.
14. Check emails and company group texts at least every 30 minutes while on duty; respond accordingly.
15. Assist the CEO, COO and/or contract manager with other services as requested / directed.

LEVEL OF EDUCATION/TRAINING/QUALIFICATIONS:

1. Master’s degree in business administration, management or related field required.
2. Must obtain your 80-hour assisted living manager certification within 14 days of hire.
3. Must be at least 21 years of age.

PHYSICAL DEMANDS: Regularly walk, stand or stoop; occasionally lift, carry, push, pull or otherwise move objects weighing up to 25 pounds; and regularly drive a motor vehicle.

WORKING CONDITIONS: Some work is performed in an office. 

DISCLOSURES: The specific statements shown in each section of this job description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

STAFF ACCEPTANCE AND ACKNOWLEDGEMENT:  I have read and understand the duties / physical requirements indicated in this job description and acknowledge that I am able to perform these duties without reasonable accommodation. I understand that failure to adhere to these responsibilities could be grounds for disciplinary action up to and including termination of service contract.  I certify that I have received a copy of my job description.

Employee Printed Name                                     Signature                                                 Date

Job description review tracker:

Reviewed by VOH, CEO 1/8/20

Reviewed by VOH, CEO 2/7/21

Reviewed by VOH, CEO 1/1/22

Reviewed by VOH, CEO 3/11/23

Reviewed by VOH, CEO 2/24/24

Revised by VOH, CEO 2/28/24

Revised by VOH, CEO 3/1/24

Revised by VOH, CEO 3/18/24\