Director of Administrative Services

The Bristal Assisted Living; Armonk (NY); On-site; USD 70,000 - 100,000; Full time

Job summary

The Bristal Assisted Living in Armonk, NY is seeking an experienced Human Resources and Administrative Services professional to support management and team members across recruitment, onboarding, payroll, benefits, and compliance in a thriving assisted living community.

The role includes coaching directors on HR policies, maintaining NYS postings and COI, handling new hire orientation, and coordinating with Home Office to produce monthly operations reports while ensuring confidentiality and high

Responsibilities

• Coaches Directors on HR best practices and policies surrounding recruitment, performance management, learning and development, and progressive discipline.
• Administers full life cycle of a job candidate to separation of employment.
• Performs NYS Criminal History Record Check (CHRC) and non-CHRC Background processes.
• Coordinate health and welfare benefit programs for employees.
• Manage the Employee of the Month program and workers’ compensation incident reporting.
• Maintain OSHA logs and ensure postings are current.
• Perform new hire onboarding, orientation, and mandatory in-services.
• Review and process payroll, invoices, and related reports.
• Maintain master schedules and ensure NYS compliance in postings.
• Supervise reception/concierge staff and ensure coverage and training.
• Attend daily stand ups and department head meetings.

Job description

Provides a wide range of Human Resources and Business Office support to management and Team Members of the assisted living community. Offers advisement and oversight in conjunction with the Executive Director (ED)/General Manager (GM) on Team Member Recruitment, Progressive Discipline, Performance Management, Team Member Relations and General Business Office and/or Financial matters while facilitating positive relationships between Directors and Team Members. Supervises the concierge/reception area, ensuring proper training, coverage, management of performance and compliance with company expectations. Administers the entire life cycle of a job candidate to separation of employment.

Schedule: Sunday-Thursday 9-5:30PM

• Coaches Directors on Human Resources best practices and all policies surrounding Community level Recruitment, Performance Management, Learning and Development, and Progressive Discipline to promote a culture of continuous growth, team building, and development of employees.
• Deposit checks in the absence of the ED/GM.
• Assist the ED/GM by obtaining necessary information for the monthly Home Office Operations and Financial Report.
• Perform building tours as required in the absence of the Director of Community Relations (DCR)
• Take on marketing calls from prospective families in the absence of the DCR.
• Review and process invoices in an accurate and timely manner while utilizing the PO system to track invoices and assist other departments as directed by ED/GM.
• Maintain Master schedule for all departments and post in designated area for NYS compliance.
• Order and maintain inventory of office supplies, office machines and staff uniforms.
• Monthly QA/council reports to be completed before deadline. Attend quarterly QA meetings
• Maintain a current and accurate Certificate of Insurance (COI) binder.
• Address resident billing inquiries in a timely manner.
• Generate and send residents the Poverty Level letters.
• Run PCC reports as needed.
• Review resident contract for completion, input all data for new residents upon move in stage, complete resident emergency card for apartment door (applicable for enriched housing communities) and create resident file in specific format followed by sending necessary information to Home Office in a timely manner.
• Maintains current knowledge of system wide and location specific procedures, processes, policies, and operations while enforcing these policies throughout the community in concert with the Department Directors.
• Perform full life cycle of new hire process, ensuring complete and accurate completion of new hire forms to foster a successful onboarding.
• Performs new hire orientation, to include all requisite paperwork, while ensuring all new hires attend orientation. Assists and/or delivers mandatory in-services on other topics.
• Perform all required functions of NYS Criminal History Record Check (CHRC), and non-CHRC Background processes in a complete and timely manner.
• Coordinate, promote, and explain health and welfare benefit programs.
• Manage the Employee of the Month program.
• Ensure employee workers’ compensation incident reports are fully completed by supervisor and employee. Maintain appropriate follow up with staff member and insurance carrier to keep claim exposure to a minimum.
• Maintain OSHA logs, submit required OSHA annual online reporting and ensure all federal and state required postings are posted and current.
• Explain procedures to employees requiring leave ensuring all paperwork is sent out, completed leaves are tracked, and return to work is facilitated according to various laws.
• As Health Commerce System (HCS) Coordinator, keep role assignments up-to-date.
• Maintains records of staff licensing and certifications, validates licenses/certificates of new hires prior to date of hire. Sends necessary reminders prior to expiration date of licensure/certificate.
• Keeps accurate records of staff training as required by DOH regulations and company policy.
• Maintains a tickler system to track employee annual influenza vaccination status, 90 Day Reviews, Annual Evaluations, current physicals and PPD’s, sending monthly reminders of expirations and those coming up for review to Department Heads.
• Completes wage and benefit surveys as requested; completes verifications of employment/wage information in a timely manner as per policy.
• As the HR representative in that location, always ensure confidentiality in regard to employee information/incidents.
• Perform necessary audits on files to ensure accuracy and compliance.
• Handle all aspects of Payroll Administration for community including but not limited to; entering of new hires, terminations, employee information changes, prepare, process, transmit payroll, and run reports.
• Assist ED/GM in reviewing and analyzing Budget vs. Actual report.
• Review weekly payroll reports with ED/GM, when ED/GM is on-site and available, before accepting for final processing.
• Supervise the reception and concierge staff, including hiring, training, scheduling, disciplining, annual evaluations, and separations of employment. Responsible to cover shifts in person if coverage cannot be obtained.
• Perform Weekly Safety Observations on direct reports and ensure each department head is conducting for their department.
• Ensure the reception/concierge staff is knowledgeable on all alarms and other systems.
• Ensure reception/concierge staff respond to calls professionally and in accordance with The Bristal marketing requirements.
• Maintain Master schedule for Concierge/Reception and post in designated area/submit to ED/GM.
• Assist/mentor new DAS (Director of Administrative Services) across other communities when needed.
• Attend and actively participate in daily stand up as well as weekly Department Head Meetings.
• Support the management of the building in the absence of the ED/GM.
• Create and distribute to front desk the daily census report in the absence of the ED/GM and Director of Case Management.
• Assist with various types of audits as necessary.
• Performs all other related duties as assigned by the Executive Director/General Manager or Home Office management.