Little Sisters of the Poor Job Description

ADMINISTRATOR

All resumes please be sent to: 

Sr Veronica Susan <phdonations@littlesistersofthepoor.org

Holy Family Home (AKA: “the Home”)

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Classification Full Time Exempt, Benefitted

JOB DESCRIPTION

Summary/Objective The Nursing Home Administrator collaborates with the Little Sisters of the Poor to coordinate, direct, and help develop and maintain various programs within all departments of the Home.  The Administrator will work together with the Little Sisters of the Poor to ensure adherence to internal and external rules, regulations, policies and procedures, and standards of care and service, and assist the Little Sisters of the Poor in coordinating the operations of the Home in such a manner that the mission of Saint Jeanne Jugan is supported and promoted as fully as possible, for the joy, dignity, and comfort of the needy elderly.

The Nursing Home Administrator will carry out duties in keeping with the mission of Little Sisters of the Poor, serving the aged poor with love, respect and dignity. St. Jeanne Jugan, the foundress of the Little Sisters of the Poor, held the firm conviction that “Making the elderly happy, that is what counts.” Central to this philosophy is the promotion of a holistic, person-centered/person-directed approach toward the Home’s residents, in an atmosphere of kindness and respect characterized by a warm family spirit.  These standards and guidelines are designed to attain the highest possible degree of quality of life and quality of care across multi-levels of aging services; ranging from independent to skilled nursing.  Holy Family Home is licensed for 18 skilled nursing beds.  37 independent living apartments complete the senior living community.

Requirements and Qualifications

• Bachelor’s Degree in Business Administration, Nursing, Social Work, Marketing or related field.  A Master’s Degree is preferred.  Or, the professional equivalent in a related field or equivalent combination of education and experience. Prior work experience in a not-for profit employment preferred.
• A current state Nursing Home Administrator’s license and compliance with the rules and regulations governing such licensure. 
• Possess moral integrity, honesty and ethical standards of behavior and decision-making principles consistent with a Roman Catholic Healthcare provider and the Home’s corporate compliance policy. Also, the capacity to embrace the mission of the Little Sisters of the Poor with the enthusiasm to promote its vision and family spirit.
• Knowledge of marketing strategies and techniques.
• Medicaid and Medicare program experience preferred, particularly in regards to reimbursement (such as case mix index reporting, etc.).
• Extensive knowledge of all relevant federal and state rules and regulations governing long-term care facilities.
• The ability to properly interpret internal, state, and federal rules and regulations.
• The knowledge of relevant business or nursing-related licenses and permits which are required in the operation of a long-term care facility.
• Strong public speaking skills and demonstrated proficiency in business, healthcare, and technical correspondence.
• The organizational tools and time management skills necessary to maintain the vitality and integrity of a long-term care facility.
• Proficiency in computer usage and software applications, including but not limited to electronic medical records, clinical nursing and staff scheduling programs, payroll, Relias, and Microsoft Office.
• Ability to follow and give written and oral directions. Proficient in English.
• Strong management and leadership qualities and a desire for personal and professional growth.
• A dynamic leadership style and effective communication skills, including the ability to take initiative and to motivate staff and supervisors.  Ability to direct and guide the performance of others and to collaborate effectively with individuals and groups.
• Communicate effectively by dealing tactfully and respectfully with all persons.
• Flexibility and a willingness to adapt to change in an ever-evolving environment.

Core Competencies 

• Commitment to person-centered care as a way of life; respect for human dignity.
• Communication through logical thinking and moral and ethical integrity.
• Leadership that is both empowering and capable of conflict resolution when indicated.
• Strong analytical skills to interpret regulatory compliance trends.
• Detail-oriented to prioritize work demands and manage time effectively.
• Financial literacy for budget oversight.

Essential Functions:  Manuals, Policies/Procedures and Mission Integration materials for the Little Sisters are located in the Administration Office. A personal copy of current Employee Handbook, the Home’s Supplement and Benefit Guide are provided at time of hire.

1. Knowledge of standard business protocols and long-term care practices in the areas of general accounting, human resources, life enrichment, restorative care, dietary services, building maintenance, housekeeping, laundry service, and nursing.

• Serve as a role model upholding the philosophy, core values, objectives, and goals of the Little Sisters of the Poor, and incorporate the mission of the Little Sisters of the Poor and the spirit of Saint Jeanne Jugan into the performance of duties. 
• ADMINISTRATIVE / REGULATORY
• RESIDENT CARE AND QUALITY OF LIFE
• STAFFING/PAYROLL

• Assure that substantial compliance with applicable federal, state and local standards and regulations for all departments align with the Little Sisters of the Poor mission of respect for life and compassionate care to the elderly.  Ensure administrative oversight of the survey process.
• Identify areas of potential legal liability. Develop and implement risk management protocol to minimize or eliminate exposure.
• Follow-up on investigations into incidents, accidents, abuse and concerns/complaints raised by residents, personnel, family members or others. Collaborate closely with the Mother Superior and Director of Nursing Services to assure the submission of report(s) to appropriate agencies, responsible parties and persons with a need-to-know.
• Manage and oversee the Home’s Emergency Management Plan, making recommendations for updates and assuring that practice drills are scheduled and carried out according to regulations, and to meet the Home’s evolving needs.
• Adhere to all administrative and nursing policies and procedures, including but not limited to HIPAA, safety / OSHA, infection prevention, residents’ rights, quality improvement and assurance indicators and those contained in the employee handbook.
• Exhibit respect for each individual by assuring confidentiality of personal information and events.
• Oversee the annual budget with knowledge of the steps for accurately tracking income/expenses including, but not limited to, reimbursement, staffing patterns, equipment repair/replacement.
• Actively participate in Agreement discussions and negotiations for services, equipment and supplies. Decisions involving service Agreements with individual or business entities to provide direct services to residents is made collaboratively with the Mother Superior and department manager.  Work closely with the Corporate Compliance team for appropriate monitoring.
• Maintain the Home’s license(s) annually. 
• Work in collaboration with the Little Sisters of the Poor and the department heads in writing plans of correction for state surveys (nursing, life safety and UMR).
• Serve as Corporate Compliance Officer and Privacy Officer, ensuring routine auditing and monitoring of the various department processes and make recommendations as appropriate.
• Responsible for the annual review and updating of the facility-wide assessment keeping the Little Sisters of the Poor abreast of changes and new developments, as well as making recommendations accordingly.
• Oversee and serve as Coordinator of the Quality Assurance committee, meeting at least quarterly, to coordinate and evaluate activities under the Quality Assurance and Performance Improvement (QAPI) program.
• Assure the annual review of the Home’s policies and procedures and changes as needed throughout the year.
• Communicate federal and state regulatory updates to the Little Sisters of the Poor and Department Heads. Assist the Little Sisters of the Poor in managing and corresponding with outside consultants, reviewing and updating contracts, verifying that required exclusion list checks are completed, and assuring that necessary business associate agreements are in place.
• Empower members of each department to function both as professionally competent decision-makers and compassionate care-givers.
• Assure that orientation and ongoing staff education is carried out to maintain and update all employees’ competencies.
• Participate and assist in the employment selection process and assure the proper vetting of all potential new hires.
• Participate and assist in the bi-weekly payroll process and wage reviews.

• Play a pivotal role in maintaining a dynamic interdisciplinary approach, since all departments impact the security, safety and happiness of the residents (i.e. social and business services, food service, spiritual / therapeutic recreation /activity programs, laundry, physical environment).  Identify a just balance of individual Residents’ rights and choices, personal comfort and safety within a congregate setting.
• Participate in fostering a dementia-friendly culture for residents with memory impairment.
• Assist the Little Sisters of the Poor Social Services in resolving resident grievances or concerns.
• Complete ongoing reviews of resident accident/incident reports, assuring the investigation of injuries of unknown origin.
• Assist in investigating and reporting alleged incidents of abuse and/or neglect to the Ombudsman, State Agency, and/or law enforcement.
• Participate and assist in interviewing potential new resident applicants (nursing and independent living).
• Review the minutes of the Resident Council meetings and address recommendations or requests, communicating them to the Little Sisters of the Poor.

• Lead and mentor the Home’s personnel in the mission, vision and values of the Little Sisters of the Poor through management of recruitment, selection, on-boarding, morale, on-going positions assignments, staff development, competency evaluation/appraisals, job performance, retention, disciplinary action, and termination. 

Supervisory Responsibility

This position manages all employees of the Administration Department and is responsible for the performance management of the employees within that department.  Hiring and termination decisions are made in collaboration with the Human Resources Manager and the Mother Superior/President.

Work Environment

This job operates in a professional work environment. This role routinely uses standard office equipment such as computers/printers, phones, photocopiers, shredder, filing cabinets and fax machines. This job will require:

• Sit for extended periods of time, stand and walk frequently.
• Stoop, push and pull occasionally.  Squat, balance, kneel, crouch.
• Reach above shoulders and occasionally lift up to 25 lbs.
• Use hands for fine motor skills as well as simple and firm grasping and fine manipulation.

Professional Standards of Attire

Business casual attire is the professional standard and is expected for general office work.  For meetings and/or events involving the Home’s Advisory Board, donors or when representing the Home at an event, whether in-house or outside the Home, professional attire is expected.  

Position Type/Expected Hours of Work

As a full-time, exempt position, the days and hours of work allow for flexibility but are generally Monday through Friday, 8:30 a.m. to 5:00 p.m. depending on the needs of the department at any given time. This position will at times require long hours and/or evening/night and weekend presence in the Home.  On-site presence is expected for attendance at administrative and department meetings and staff development programs (mandatory all-staff and/or nursing department). The ability to provide immediate decision-making leadership during times of emergency, public health crises, licensing and certification surveys and other serious events affecting resident and/or staff safety and quality of life necessitates on-site presence.  Reasonable availability at other times can be assured by telephone, text and other forms of communication.

Travel

This position requires some local travel within the 5-county Delaware Valley.  In addition, there may be an occasional job related event/conference/meeting requiring travel, including overnight accommodations.  Associated expenses are determined and approved by both the Mother Superior and the Human Resources Manager.

AAP/EEO Statement

Little Sisters of the Poor, dba Holy Family Home in Philadelphia, provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

I understand that I may be given other tasks or duties, normally of short-term duration which may be requested, and which have the goal of furthering the mission of the Little sisters of the Poor and which are not detrimental to the responsibilities of this position.