Operations

Hands of Heartland, Inc.; Tulsa (OK); On-site; USD 75,000 - 90,000; Full time

Job summary

Hands of Heartland, Inc. in Tulsa, OK is seeking a Business Manager to lead operational and administrative activities across Oklahoma service areas. You will collaborate with the Regional Director and Home Office to ensure compliance, consistency, and high-quality service.

This role acts as a key operational resource and liaison for financial reporting and staffing analysis. The position oversees payroll, budgeting, and billing processes, supports multiple sites, and provides coaching to Area

Qualifications

• Bachelor’s degree in Business Administration or related field is preferred.
• Minimum 2–5 years of experience in business or operational leadership.
• Experience in Intellectual and Developmental Disabilities field preferred.
• Ability to build relationships with executive leadership and provide strategic operational support.

Responsibilities

• Provide accounting, administrative, and organizational support to the Home Office.
• Provide daily administrative and operational support to the Oklahoma Regional Director and Area Directors.
• Coordinate, develop, and oversee bi-weekly payroll submissions, ensuring accuracy and timely processing.
• Develop staffing tools and reports to assist the Regional Director in analyzing payroll trends and establishing staffing ratios.
• Assist the Regional Director with reviewing regional financial reports, area expenses and providing analyses.
• Support the Home Office Finance Department by preparing monthly budget variance worksheets and other financial reports.
• Coordinate the opening and operational readiness of new Oklahoma service sites, offices, and group homes.
• Coordinate and monitor the Critical Incident reporting process for Oklahoma operations, ensuring documentation is accurate, complete, submitted on time, and maintained in accordance with state and organizational requirements.
• Provide ongoing coaching, mentoring, and operational guidance to Area Directors to promote consistent performance and compliance.
• Monitor deadlines and ensure timely and accurate submission of required information into ADP, Therap, and any future organizational systems.
• Perform audits to ensure client services are documented accurately and in compliance with all regulatory, contractual, and organizational requirements.
• Serve as the Oklahoma subject matter expert for Therap and any future EMR platforms adopted by the organization.
• Provide training, technical support, and ongoing guidance to operations staff regarding EMR utilization and documentation standards.
• Collaborate with Area Directors to identify, address, and resolve billing issues in a timely and accurate manner.
• Oversee client finance activities for all areas and regions, ensuring accuracy, accountability, and compliance.
• Promote statewide consistency in documentation practices, workflows, and data entry standards.
• Collect, track, and reconcile accounts receivable for private-pay residential programs on a statewide basis, including client board-and-care revenue.

Skills

Leadership

Financial analysis

Payroll coordination

Policy compliance

Communication

Project management

Staff development

Education

Bachelor’s degree in Business Administration or related field

Tools

EMR systems

Reporting tools

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Business Manager

Operations Full Time Clerical Tulsa, OK, US

Salary Range: $75,000.00 To $90,000.00 Annually

Job Summary

The Business Manager is responsible for supporting operational and administrative activities across Oklahoma service areas to ensure compliance, consistency, and high-quality service. This role partners closely with the Oklahoma Regional Director, Area Directors, and Home Office. The Business Manager serves as a key operational resource and subject matter expert, providing leadership, guidance, and serving as liaison between Regional Director and Home Office departments.

• Provide accounting, administrative, and organizational support to the Home Office.
• Provide daily administrative and operational support to the Oklahoma Regional Director and Area Directors.
• Coordinate, develop, and oversee bi-weekly payroll submissions, ensuring accuracy and timely processing.
• Develop staffing tools and reports to assist the Regional Director in analyzing payroll trends and establishing staffing ratios.
• Assist the Regional Director with reviewing regional financial reports, area expenses and providing analyses.
• Support the Home Office Finance Department by preparing monthly budget variance worksheets and other financial reports.
• Coordinate the opening and operational readiness of new Oklahoma service sites, offices, and group homes.

Coordinate and monitor the Critical Incident reporting process for Oklahoma operations, ensuring documentation is accurate, complete, submitted on time, and maintained in accordance with state and organizational requirements.

Provide ongoing coaching, mentoring, and operational guidance to Area Directors to promote consistent performance and compliance.

Monitor deadlines and ensure timely and accurate submission of required information into ADP, Therap, and any future organizational systems.

Perform audits to ensure client services are documented accurately and in compliance with all regulatory, contractual, and organizational requirements.

Serve as the Oklahoma subject matter expert for Therap and any future Electronic Medical Record (EMR) platforms adopted by the organization.

Provide training, technical support, and ongoing guidance to operations staff regarding EMR utilization and documentation standards.

Collaborate with Area Directors to identify, address, and resolve billing issues in a timely and accurate manner.

• Oversee client finance activities for all areas and regions, ensuring accuracy, accountability, and compliance.
• Promote statewide consistency in documentation practices, workflows, and data entry standards.
• Collect, track, and reconcile accounts receivable for private-pay residential programs on a statewide basis, including client board-and-care revenue.
• Perform other duties as assigned.

Education & Experience

• Bachelor’s degree in Business Administration or a related field preferred.
• Minimum of 2–5 years of experience in business, or operational leadership.
• Minimum of 2-5 years of experience in Intellectual and Developmental Disabilities field preferred.
• Demonstrated ability to build effective working relationships with executive leadership and provide strategic operational support.
• Experience leading, training, mentoring, and supervising teams, with a proven ability to develop staff and drive operational excellence.

Knowledge, Skills & Abilities

• Effective verbal and written communication skills.
• Ability to interpret and apply policies, procedures, and compliance requirements.
• Excellent organizational, project management, and time-management skills.
• Strong leadership, coaching, and employee development abilities.
• Ability to manage multiple priorities while meeting deadlines.
• Proficiency with electronic medical record systems and related reporting tools.
• Strong analytical and problem-solving skills.
• Ability to work independently and collaboratively across multiple departments and geographic locations.

Physical Requirements

• Ability to communicate with other people in-person, by telephone, and in writing
• Ability to use verbal and physical intervention to redirect and/or restrain a person who is physically aggressive or self-abusive
• Ability to safely provide supervision and monitoring to meet the needs of people supported by Hands of Heartland
• Ability to perform repetitive tasks for extended periods of time to include but not limited to bending, stooping, sitting, and reaching
• Ability to lift up to 25 pounds as needed