Job Title: Operations Manager

Revision: November 29, 2022

JOB SUMMARY

The Operations Manager will ensure the day-to-day clinical operations are smooth at their center. They will oversee the budget of the center as well as client hours utilization and staff productivity. The Operations Manager ensures all authorizations for clients are up-to-date and staff have appropriate credentials to maintain compliance with different payers.

JOB QUALIFICATIONS AND COMPETENCIES

• Customer Service: Manages difficult or emotional client situations; responds promptly to parent needs; solicits parent feedback to improve service; responds to request for service and assistance; meets commitments
• Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; works well in group problem solving situations; uses reason even when dealing with emotional topics
• Organizational Support: Follows policies and procedures; completes administrative tasks correctly and on time; supports organizational goals and values; benefits organization through outside activities; supports diversity
• Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens to get clarification; responds well to questions; demonstrates group presentation skills, participates in meetings
• Written Communication: Writes clearly and informatively; edits work for spelling and grammar, varies writing style to meet needs; presents numerical data effectively, able to read and interpret written clinical information
• Dependability: Follows instructions; responds to management direction; takes responsibility for own actions; keeps commitments; is consistently at work and on time, commits to long hours of work when necessary to reach goals; arrives at meeting and appointments on time; completes tasks on time or notifies appropriate person with an alternate plan
• Quantity: Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly
• Professionalism: Approaches other in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; follows through on commitments
• Math: Ability to work with mathematical concepts such as probability and statistical inference, and to apply concepts such as fractions, percentages, ratios and proportions to practical situations.
• Organization: Must be able to organize yourself and materials in a manner that all members of the clinical and operations team can location and understand. High levels of detail-orientation are required.

This position supervises the following: Supervises the Center Manager to ensure the daily scheduling is appropriate, the center is safe and clean, and the team and clients are supported.

PRIMARY RESPONSIBLITES

• Ensures safety of all staff and clients within the center
• Schedules and executes safety training on a yearly basis and as needed
• Acquires and maintains RBT certification
• Partners with the Clinical Department to lead day-to-day operations
• Supervises the Clinical Manger and assists with those job duties as needed
• Provides support to clinical staff to promote job satisfaction and team engagement
• Communicates openly and regularly with management
• Creates and maintains an inclusive work culture that embodies Apollo’s Core Values
• Oversees center’s budget, client utilization, and staff productivity
• Generates and compiles weekly, monthly, quarterly and year production reports for your center
• Attract, retain, and engage teammates who deliver excellent clinical treatment
• Assists with hiring and disciplinary actions within your center
• Ensures staff qualifications are met and are within compliance with all payers
• Monitors staff and client attendance
• Plan monthly and quarterly events for your center
• Oversee client and staff onboarding at your center while meeting metrics outlined by management
• Ensure authorization for clients are up to date by submitting documents in a timely manner and following up with payers as needed
• Provides or schedules ongoing and as needed trainings for incoming and current employees
• HIPAA compliance officer of your center and reports any violations to appropriate personnel

Physical and Environmental Requirements Required Physical Activities: sitting, standing, walking, reaching, pushing, pulling, grasping, listing, talking, seeing, hearing, repetitive motions.

Characteristics of Work: frequent standing and walking, occasional sitting, lifting, and carrying objects up 100 pounds.

Vision Requirements: Close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

APOLLO BEHAVIOR CORE VALUES COMPETENCIES

All employees of Apollo Behavior must adhere to our Core Values, which are aimed to promote organizational health by minimizing interpersonal politics, minimize confusion to encourage high morale, produce high productivity, and reduce turnover.

POSITIVITY – Expresses a general understanding that positive intent reduces tension and increases an overall outstanding work environment and how their role helps either directly or indirectly to drive positivity in all aspects of our work.

ACTION – Demonstrates a sense of continuous urgency in all tasks that occur throughout the day. Understands their specific job responsibilities and the committed actions required to complete them and shows a willingness to take on necessary tasks that may not fit in their day-to-day job.

TEAM – Shows the characteristics of an ideal Apollo Team player by show humility, hunger, and interpersonal smarts. Finds way in their role to celebrate all Team victories, realizing that when Apollo wins, each individual on the Team wins as well.

INTEGRITY – Embodies sound moral and ethical principles and does the right thing, no matter who is watching. Realizes that Integrity is the foundation on which team members build relationships and trust. Strives to be self-aware, accountable, responsible, and truth in their daily actions. Integrity also relates to the delivery of evidence-based practices to the highest extent possible. Treatment integrity is a vital part of our overall value of Integrity.

EXCELLENCE – Demands daily excellence from themselves, their teammates, and Apollo, striving each day for continuous improvement. Commits themselves to excellence in each task they take on every day.

OTHER DUTIES

• May be asked to assist in staffing clients as an RBT on occasion
• Other duties as assigned

ACKNOWLEDGMENT

This list of essential functions and competencies is not intended to be comprehensive. Apollo Behavior reserves the right to revise these job responsibilities as needed to comply with actual job requirements. I have received, reviewed, and fully understand the job responsibilities for the job described in this document. I further understand that I am responsible for the satisfactory performance of all job responsibilities, functions, and competencies.

• Education: College or equivalent experience preferred, High School Diploma required
• Credentials or certifications: RBT Certification
• Computer Skills: Microsoft Office, Google Workspace, CentralReach, Paylocity, and other systems as needed
• Salary range: $57,500 - $62,500