Assistant Executive Director

Essential Job Responsibilities:

Operations

• Provide support needed to ensure the smooth operation of each department, managing daily operations within the parameters of established policies and procedures.
• Directly responsible for all administrative tasks, including financial, payroll and HR tasks and team members, the Director, Dial Experience and all transportation tasks and team members.
• Maintain and upgrade knowledge and implementation of standards and requirements specified by federal and state laws.
• Work with the ED and leadership team to develop the annual budget, and work with team leaders to operate programs and community within budget.
• Monitor cash flow and account balance, prepare and/or review all monthly financials and invoices, and oversee all financials within parameters established by Executive Director and DSL.
• Ensure collection of all rent and services fees by designated date and ensure deposit in bank, as specified by supervisor.
• Oversee the maintenance of financial records, including petty cash, accounts receivable and payables, spend-downs, and other financial documents as requested by DSL team.
• Assist with organization and compilation of reports and data as required, providing all DSL requested reports and documents in a timely and accurate manner.
• Meet regularly with Executive Director to ensure that Executive Director has up to date and accurate information regarding all property, operational, financial, team member, and resident information.
• Address emergencies as they arise. Assume on-call responsibilities, with the exception of PTO or requested time off. Arrange for an alternate on-call person at times when unavailable for call and assign on-call responsibilities to team leaders to ensure after-hours response to resident emergencies and physical plant programs.
• Carry out other duties as assigned by Executive Director or as necessary to maintain quality and continuity of services, safety of residents and security of premises.
• Establish and maintain open effective communication with residents, families, team members and DSL home office team.
• Work with leadership team to maintain high degree of resident satisfaction and evaluate resident satisfaction regularly. Implement programs and changes to enhance resident satisfaction with approval of Executive Director.
• Support Dial Senior Living and promote the company and its mission, vision, and values in an enthusiastic and positive manner.
• Promote the community in a positive, professional manner to all internal (team members, residents, families, visitors, vendors) and external (hospitals, physicians, social workers, community organizations and businesses, etc.) sources.
• As needed, market the community to prospective residents as requested, including tours of facility, follow-up lead calls, phone inquiries, home visits, and regular input into marketing methods.
• Participate in and/or coordinate planned marketing events and presentations.
• Travel, as needed, for various required company meetings.
• Other duties as requested.

Team Member Support

• Establish a good working relationship and an open communication policy with all team members.
• Promote communication and teamwork between all departments and Executive Director.
• Provide support and oversight to team leaders, under oversight of Executive Director. Directly supervise team leaders in the absence of the ED.
• Interview, hire, supervise, train and schedule team members, and/or assist team leaders in the process to ensuring adequate staffing.
• Ensure that all new-hire paperwork, orientation, and training are completed for all new team members within established guidelines.
• Complete payroll time clock corrections, tracking forms, and other required payroll documentation in a timely and accurate manner
• Carry out, consult, and/or make recommendations regarding disciplinary actions. Carry out dismissal of team members when necessary, after consultation with Executive Director and/or Regional VP.
• Ensure maintenance of personnel files and personnel reports per state, federal and DSL guidelines
• Ensure appropriate handling of on-the-job injuries as reported by staff. Complete required documentation and submit in a timely and accurate manner to insurance carrier as required.
• Working with Executive Director, develop, implement, and coordinate team member development and recognition programs in the community.

Education, Experience and Other Requirements

• 2 to 5 years of experience in management and supervision

Knowledge, Skills, and Abilities Required

• Promote teamwork in providing services to residents.
• Fair Housing Law
• Americans with Disabilities Act (ADA)
• Various employment and labor laws, including, but not limited to, Family and Medical Leave Act, Minimum Wage, Equal Employment Opportunity (EEO), and Employee Polygraph Protection Act, team member testing and workers compensation
• Intermediate or advanced knowledge of or willingness and ability to learn the computer programs used in this community
• State and Federal regulations pertaining to Assisted Living

Preferred Qualifications

• Degree in Business, Marketing, or related field
• Willingness to learn and help others
• Enjoyment in working with older adults