Position title: Associate Director, Administration

Reports to: COO

FLSA status: non-exempt

Summary: The Associate Director of Administration is responsible for supporting the mission of SpArc Philadelphia by managing administrative functions that ensure alignment with the strategy and goals of the organization.  

 

Position Responsibilities

• Understands and is able to translate all SpArc Services regulations into practice while closely coordinating with CEO and COO.   Creates new policies and procedures to ensure that SpArc Services adheres to all regulations, as necessary.
• Coordinates the implementation of business plans by creating timelines, activities and status updates.  Reports to the COO any anticipated delays and identifies challenges that block success; recommend solutions.
• Coordinates, manages and maintains all aspects of the Provider Qualification process, including gathering credentialing documentation for family members and maintenance of one-to-one staff credentialing documentation.  Coordinates with HR to gather staff documentation. Works with COO to gather organization specific documentation.  Stays abreast of all current practices that pertain to the Provider Qualification process.
• Coordinates, manages and maintains all aspects of the Quality Assessment and Improvement (QA & I) process including completion of the self-assessment survey, meeting with SpArc staff to gather appropriate information, reviewing ISPs, creating the on-site visit Binder with all supporting documentation.  Maintains contact with Intellectual Disability Services (IDS) Program Analyst and other IDS Supervisors.  Responds to Corrective Action Plan (CAP) as regulated and within regulated timeframes. Modifies organizational practices to align with regulations and CAP requests.  Communicates new practices to employees across the organization to ensure understanding and compliance with regulations.
• Applies for Certificate of Compliance License annually.
• Coordinates, manages and maintains all aspects of Civil Rights Compliance for the organization.
• Manages all processes and procedures associated with the annual Office of Developmental Programs (ODP) Licensing inspection including creating/updating documents, signature sheets, managing the process of gathering all pre-licensing documents. Takes notes during licensing and answers questions related to intake and agency policies and procedures. Acquires post-licensing “plan of correction” from HCSIS Self Service Portal and completes the plan of correction according to ODP standards.
• Creates the quarterly Incident Management trend reports.  Discusses findings with COO and Program Specialist team, including goals and preventative measures.
• Manages the Clinical Records department.
• Manages supply orders and inventory for the organization.
• Supports the maintenance of internal database.
• Forms effective and ongoing collaborative relationships with other human service organizations, vendors, community partners, etc.
• Manages timely and accurate data reporting to funders, regulatory agencies, board of directors and other stakeholders. Works closely with the COO in the coordination of board communications and materials.
• Generates reports according to the reporting cycle. Completes Provider Enrollment, as necessary.  Assures on-going compliance with HCSIS and PROMISe enrollment.
• Develops a documentation management and reporting system tracking licensing requirements, agency documentation and information for quality management plan. Provide status updates at regular intervals or as requested. May represent the agency at local or state wide venues.
• Regularly reports on incidents, identifies patterns and working with program directors recommends action to minimize further occurrence.  Maintains relationships with staff from ODP to remain up to date on incident reporting requirements.
• Ensures attendance and participation at annual events, including Philadelphia Alliance Breakfast, Brighter Futures Awards, Points of Transformation Awards, Philadelphia Alliance Direct Service Professional Awards, etc.  Creates award nominations for each category at events prior to submission deadline
• Attend and participates in meetings and conferences, as necessary and appropriate.  Takes minutes of meetings, as necessary.  Positively and professionally represents SpArc Philadelphia at appropriate venues.
• Assists with special projects and events, as necessary.
• Maintains confidentiality of information as appropriate.
• Keep abreast of current trends in services and best practice initiatives.
• Assures waiver compliance.
• Other duties, as necessary and appropriate.
   

Staff Management

• Manages Administrative staff.
• Contributes toward creating a climate that attracts, retains and motivates high performance in staff.
• Completes performance evaluations and provide staff with ongoing performance feedback.
• Models positive customer service skills and the core competencies of the organization. Holds others accountable to do the same.
• Conducts regular meetings with staff and participate in management meetings to ensure priorities are clear, coordination is good and communication remains open.
• Recruits, selects and trains staff.  Develops staff schedules, approves timesheets.
• Provides and/or oversees ongoing staff training.

Qualifications

• Bachelor's degree required. At least three (3) years prior management experience.
• Clear criminal and child abuse history, medical and drug screen.  Valid driver’s license.
• Must demonstrate effective communication skills with people from diverse backgrounds; able to present in small and large groups. 
• Flexible and willing to pitch in as needed.
• Exceptional report writing and presentation skills, including data visualization and presentation.
• Experience in planning, organizing and prioritizing workloads and deadlines, as well as managing and following through on multiple tasks; works well under pressure.
• Experience with web-based applications.
• Effective verbal and written communication skills including communicating with people from diverse backgrounds and varied abilities.
• Ability to effectively communicate with internal and external stakeholders.
• Organized and able to multitask, establish and follow priorities.  Strong attention to detail, good planning skills.
• Ability to effectively interact within all levels of the organization and represent the organization with external stakeholders within the scope of the job responsibilities.
•  Ability to translate regulations into practice. 
• Understands the importance of effective record keeping.
• Effectively problem solve with the ability to proactively address issues preventing escalation.

 

Physical Environment/Working Conditions

Routine office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

How to Apply
All applicants should view our website www.sparcphilly.org, and submit a copy of their cover letter and resumé to HR@sparcphilly.org with a subject line of "Associate Director, Administration."