Center Operations Supervisor

Position Summary

The Center Ops Supervisor, COS is an exempt role responsible for the day-to-day operational support of the center. This position works with the Director of Clinical Operations to ensure excellence in delivery and execution of daily operations. This position is responsible for schedule maintenance, Central Reach upkeep, authorization management, facility management, and hiring oversight. Administratively supports the Clinical Leadership Team in the training, mentorship, and supervision of employees. Must be available Monday through Friday - 8AM to 4PM, but can change depending on center needs.

Responsibilities

• Oversee reception: greeting families and team members, answering calls, receiving mail
• Manage and maintain appropriate building access or security through accurate and current authorized pick-up, manage access control
• Rescheduling of services and managing communication of schedule changes, cancelation management: day of schedule changes, calling families, and Team Member callouts
• Intake assessment scheduling support (and setup family portal as needed)
• Ensure CentralReach data elements remain updated and accurate, including schedule changes, timely conversion of appointments, pipeline dates in metadata fields, client and staff profiles, documentation management reports
• Payroll support: coding & timekeeping compliance, converting support, amending notes
• Culture/Team Member relations: welcome new hires, support staff with basic needs, organize events, cover breaks
• Center upkeep and functioning: ordering supplies, safety and compliance (drills, audits quarterly and annual), leader of the facility
• Works with facilities team to address center needs and coordinate vendor visits as warranted
• Reportable Events reporting (Client, Caregiver, or Employee): assist with documenting and reporting as directed by the CD, DCO, Compliance, or Human Resource
• Confidential document management: receiving and organizing client documents (intake, authorizations, insurance coverage support, Client Coordination of Benefits, and document collection)
• Confidential document management: Team member records (Licenses, Certifications, Credentialing records and correspondence) needed for maintaining employee's electronic file
• Provide basic tech support and inventory management
• Provide basic HR support through on-boarding and off-boarding and time keeping tasks
• Support CD as needed with coaching/corrective action documentation
• Assist with Team Member certifications, application, and exams (payment and documentation as needed)
• Support marketing efforts and events (drop off brochures, take pictures, coordinate and set-up events)
• May support the authorization process (and Authorizations Team) as needed for specific payer requirements: TX Medicaid, TRICARE, ESSC, Catalight, RC
• Support the Candidate interview process as determined by the Talent Acquisition team
• Follow all policies and procedures, including but not limited to, confidentiality and mandated reporting standards as set by the Clinical and Compliance teams

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Skills

• Adaptability: Accepts and applies feedback, adapts to changes in the work environment, manages competing demands
• Professionalism: Arrives and begins work prepared and on time, keeps commitments, completes tasks within required guidelines, displays positive outlook and professional appearance, establishes and maintains effective relations
• Conflict Resolution: Confronts difficult situations, encourages open communications, keeps emotions under control, maintains objectivity, uses negotiation skills to resolve conflicts
• Commitment to Quality: Competent in required job skills and knowledge, exhibits ability to learn and apply new skills, pursues training and development opportunities, seeks feedback to improve performance
• Teamwork: Balances team and individual responsibilities, contributes to building a positive team spirit, works cooperatively in group situations
• Communication: Exhibits good listening and comprehension, expresses ideas and thoughts respectfully in verbal and written form, keeps others adequately informed, writes clearly and informatively
• Problem Solving: Develops alternative solutions, identifies and resolves problems in the early stages, displays willingness to make decisions, exhibits sound and accurate judgment

Education/Experience

High school diploma or general education degree (GED); and 1+ years related experience or training in an operational support role preferred.

Language Ability

Read and comprehend simple instructions, short correspondence, and memos. Write simple correspondence. Effectively present information in one-on-one and small group situations to customers, clients and other employees.

Mathematical Ability

Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.

Reasoning Ability

Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.

Computer Skills

Experience in Microsoft Office (Word, Excel, PowerPoint, Access, Publisher, Outlook, Chrome, Internet Explorer).

Certificates and Licenses

Have a current and valid CPR and first aid Certification.

Travel Requirements

Have reliable means of transportation. Meet requirements of our Motor Vehicle policy.