Business Office Manager

Chestnut Hill; Philadelphia (Philadelphia County); On-site; USD 52,000 - 76,000; Full time

Job summary

Viva Senior Living in Philadelphia seeks a Business Office Manager to oversee administrative and HR/accounting support for the community. You will supervise the receptionist, handle data entry, payroll, and communications with Home Office, and ensure resident privacy and regulatory compliance.

The role emphasizes confidentiality, teamwork, and adherence to attendance and policy guidelines, with duties spanning file maintenance, onboarding coordination, and incident reporting.

Qualifications

• Must read, write, speak and understand English.
• Must maintain confidentiality of resident information.
• Ability to work with peers in a congenial environment.

Responsibilities

• Assist Department Heads with data entry and admin tasks.
• Supervise and mentor the Receptionist.
• Coordinate human resources and accounting communications.
• Type memos, reports and correspondence as requested.
• Maintain resident and on-call emergency contact files.
• Process payroll bi-weekly and mail documents to Home Office.
• Oversee hiring processes, screenings and interviews.
• Ensure compliance with policies and maintain confidentiality.

Skills

Communication skills

English proficiency

Compassionate care

Education

High school diploma or GED

Job description

REPORTS TO: Controller and Chief Financial Officer

POSITION SUMMARY:

• The essential functions of the job for the Business Office Manager requires, and may be amended from time to time at the sole discretion of Viva Senior Living to include, but are not limited to the following:
• Comply with standards of business conduct in accordance with federal, state and local health and regulatory standards and guidelines, as applicable.
• Must possess, at a minimum, a high school diploma or a GED
• Must be able to work well with peers in a congenial work environment, and above all, maintain the utmost compassion and dignity to the residents and adhere to the Resident Bill of Rights.
• In exigent circumstances, the employee may be subject to call back during emergency conditions (e.g., severe weather,evacuation, temporary staffing shortages, etc.).
• Must adhere to Viva Senior Living’s attendance policies and follow the terms and conditions of employment as set forth in the Employee Handbook.
• Must be able to read, write, speak and understand English.
• Must maintain the highest standards in caring and servicing the needs of the residents and residents' family members and loves ones.
• Must adhere to all facility policies and procedures.

RESPONSIBILITIES/ACCOUNTABILITIES

• Assist Department Heads, as needed, with entering appropriate data.
• Supervise, coach, and mentor the Receptionist.
• Community point of contact for Human Resources and Accounting situations.
• Type memos, correspondence, reports, and other documents as requested.
• Maintains current file of residents, resident emergency telephone numbers, and emergency telephone numbers for on-call personnel, department extensions.
• Creates and maintains an atmosphere of warmth, personal interest, and positive emphasis.
• Maintains confidentiality of all pertinent resident information to ensure that resident rights are protected.
• Knowledgeable about community services and rates.
• As approved by Executive Director, responsible for performing administrative tasks.
• As approved by Executive Director, responsible for compiling data, to be shared with the Home Office.
• Reconcile and transmit petty cash reimbursement requests bi-weekly
• Mails invoices, Separation Reports, garnishments, etc. to Home Office in timely manner.
• Responsible for keeping track of receipts for household account, attaching to check stubs, and mailing to Business Office monthly.
• Handles semi-monthly supply orders (office, nursing, housekeeping, uniforms,
• etc.).
• Creates and maintains an atmosphere of warmth, personal interest and positive emphasis with professionalism and confidentiality
• Assists and supports management and the leadership team with handling and resolving Human Resources issues.
• Informs Executive Director and/or the Human Resources Department of issues related to employee relations within the community.
• Serve as Human Resources subject matter expert for the community and participate on project teams
• Partners with Executive Director in managing Benefits Education and Administration
• Partners with Risk Management in managing Workers Compensation claims to ensure appropriate employee care and costs management.
• Assists employees with internal and external transfer requests and procedures.
• Coordinates and tracks orientation for all new hires
• Ensures accurate maintenance of all employee records and files.
• Maintains current files on employees including I-9, new hire paperwork, performance reviews and disciplinary actions
• Managing the Staffing and Recruiting Process
• Monitors and assists managers/supervisors with hiring processes and issues.
• Opens requisitions for open roles, monitors candidate flow daily, screens resumes daily, shares qualified applicants with hiring manager, assists with setting up interviews, dispositions applicants as appropriate, closes out positions when filled
• Coordinates and administers pre hire screening including applicant drug screens, reference checks, background checks, motor vehicle checks, and social security number verification.
• Ensures open positions are advertised in appropriate venues to attract a diverse candidate pool
• Ensures the open position listing is in a visible location for both internal and external candidates
• Networks with local organization and peers to source candidates for current or future openings
• Facilitates interdepartmental transfers and promotions and transfers or promotions to other communities
• Oversees the selection and offer processes for employees to ensure proper procedures are followed
• Ensures interviews are conducted according to recommended guidelines, consistent screening criteria is used, and only job-related questions are asked.
• Ensures drug screening and background checks are completed in accordance with Viva Senior Living policy
• Prepares and reviews bi-weekly payroll.
• Ensures that residents and families receive the highest quality of service in a caring and compassionate atmosphere which recognizes the individuals’ needs and rights.
• Report any occupational exposures to blood, body fluids, infectious materials, and or hazardous chemicals in accordance with facility policy.
• Report work related injuries and illnesses immediately to your supervisor.
• As a condition of employment, complete all assigned training and skills competency.
• Participate in all life safety and emergency drills and trainings.
• Fulfill responsibilities as assigned during implementation or activation of the facility’s emergency plan.
• Assists with evacuation of residents in an emergency situation
• Maintain confidentiality of Protected Health Information, including verbal, written and electronic communications.
• Report non-compliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel.
• Protect residents from abuse and cooperate with all investigations.
• Report any allegations of abuse, neglect, misappropriation of property, exploitation, or mistreatment of residents to supervisor and/or administrator.
• Report any retaliation or discrimination to the Human Resource Director and the Compliance Officer.
• Fulfill individual responsibility to report any suspicion of a crime to law enforcement and the state agency.
• Performs other duties as requested.
• Must adhere to scheduled shifts assigned by Executive Director or Supervisor.

annual health REQUIREMENTS:

• Must provide annual verification of a negative TB skin test.

physical and sensory requirements:

(With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the workday.
• Must be able to cope with the mental and emotional stress of the position.
• Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
• Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.
• Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, agitated residents
• Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
• May be necessary to assist in the evacuation of residents during emergency situations.