Associate Administrator

As our Associate Administrator, under the direction and supervision of the facility Administrator, you will play a critical role in ensuring the smooth and efficient operation of our Independent Living & Assisted Living community, upholding the highest standards of resident care, safety, and regulatory compliance.

Every day, working closely with the Administrator, you will oversee day-to-day operations, lead and develop a dedicated team, and contribute to a positive and engaging environment for both residents and staff. This position is ideal for a seasoned professional passionate about senior living, with strong leadership abilities and a commitment to operational excellence in a non-memory care setting.

To be successful in your role, you will strategically ensure the seamless and efficient operation of our Independent Living & Assisted Living community, upholding the highest standards of resident care, safety, and regulatory compliance. You will demonstrate exceptional leadership in overseeing daily operations, fostering a positive environment for residents and staff, and developing a dedicated team, all while maintaining a commitment to operational excellence within a non-memory care setting.

Financial Operations:

• Oversees the department budget and productivity including billing, invoicing, maintains financial records and provides primary fiscal support for the facility, safeguarding confidential information.
• Collaborates with the Administrator on budget management, expense control, and efficient resource allocation.
• Prepares monthly billing invoices for residents, providing explanations and answering questions including final statements for residents moves.
• Prepares bank deposits, A/P invoices, A/P Accrual statements, and supplemental financial reports for supervisors.
• Review and approve timecards.
• Maintains Petty Cash Fund, wait list and community fees, and computerized resident databases.
• Prepares and maintains accurate, detailed and current financial data in applicable systems, provides routine statements and reports and completes general accounting functions.
• Collaborate with CommonSpirit Health financial services to ensure accurate, timely financial reports.
• Maintain staff records including background checks, fingerprinting, drug tests, etc. and ensure records are up to date in the CDSS Guardian database and in compliance with Department of Social Services regulations.

Facility Administration:

• Qualifies residents through appropriate agencies for the Affordable Housing program, maintains an accurate database of Affordable Housing program participants, and provides quarterly compliance reports.
• Oversees the maintenance of all resident records, ensuring accuracy, confidentiality, and compliance with data protection regulations.
• Remains familiar with and actively assists in emergency procedures.

Staff Supervision:

• Directly supervises administrative and front desk staff.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws, including interviewing, hiring, training, planning, assigning, directing work, appraising performance, rewarding, disciplining employees, addressing complaints, maintaining all required employment records and resolving problems.
• Fosters a positive, collaborative, and empowering work environment that encourages staff engagement, professional growth, and high performance.
• Utilizes effective coaching and mentoring techniques in helping staff improve knowledge and/or skill related to teamwork, leadership, empowerment and responsiveness to resident/family member's needs.
• Under the direction and supervision of the Administrator, provides guidance to the Assisted Living, Food Service, Dining Service and Activities leadership staff for employee performance, training and disciplinary concerns.
• Conducts regular staff meetings, ensures staff adherence to all company policies, procedures, and ethical standards.
• Develops and implements staff scheduling to ensure adequate coverage and optimal resident care.
• Promotes effective communication and teamwork across all departments.

Operational Leadership & Resident Experience:

• Assist the Administrator in the overall management and operations of the facility, ensuring compliance with all California Department of Social Services (CDSS) regulations and licensing requirements for Residential Care Facilities for the Elderly (RCFE).
• Functions as Administrator on Duty when delegated by the Administrator during Administrator’s absence, effectively making all regulatory and business decisions as appropriate in the best interest of the facility during the absence of the Administrator.
• Addresses and resolves resident and family concerns promptly and professionally, fostering a positive and communicative environment.
• Conducts regular facility rounds and inspections to identify and address any operational or environmental concerns.
• Ensures the facility is always prepared for regulatory surveys and inspections, actively participating in and responding to findings.
• Champions a resident-centered approach to care, ensuring the physical, social, emotional, and spiritual needs of residents are met.
• Monitors resident well-being and provides ongoing support to care staff in addressing resident needs. This includes incident/ accident reports for residents & staff and or staff investigations to foster safe living and working environments.
• Maintains open communication with residents and their families, fostering trust and rapport.

Safety & Emergency Preparedness:

• Ensures the facility maintains a safe and secure environment for residents, staff, and visitors.

Experience/Education:

• Bachelors Other in Healthcare Administration, Business Management,Gerontology (or a related field), or extensive relevant experience may be considered in lieu of a degree or a combination of education and/or additional job-related experience may be substituted in lieu of the degree.
• Minimum of 3-5 years of progressive leadership experience in an Independent Living, Assisted Living or Residential Care Facility for the Elderly(RCFE).
• First Aid, upon hire 

Preferred:

• Proven experience specifically in a senior living setting is highly preferred.
• Basic Life Support - CPR, upon hire

Dominican Oaks is a beautiful 206-apartment retirement community located in a quiet, wooded setting behind Dominican Santa Cruz Hospital where we have served our community for over 25 years. Residents live a quality lifestyle and remain independent while receiving the unique benefits of congregate living.

Here at Dominican Oaks, you'll find us caring, friendly and supportive, ready to listen and respond. Find out for yourself why our residents all say, "Dominican Oaks is a wonderful place to call home."

One Community. One Mission. One California