Join our mission-driven company. We are a continuing care community located on 10 beautiful acres in Mill Valley, CA. We maintain a creative, affordable community that promotes good health, well-being, and security for a diverse group of seniors. The Redwoods was founded in 1972 and operates as a stand-alone care community that supports financial health for seniors by offering HUD financial assistance, Medicare rehabilitation, and Medi-Cal for long-term care.

POSITION SUMMARY

The Operations Support Specialist (OSS) provides administrative support to multiple stakeholders within the Health Care Center (HCC) and Creekside such as the COO/Administrator, the Director of Nursing (DON), as well as the Creekside Clinical Director. One of the key functions of this role is to work directly with the COO/Administrator to ensure both care settings are operating in compliance with applicable regulations, as well as maintaining/implementing sustainable systems that assist the organization in achieving established goals.

This position interacts in a positive, professional, and confidential manner with the residents, families, team members, vendors, private duty caregivers and others using verbal and written communication. Responsibilities require discretion, judgment, tact, and poise.

PRIMARY RESPONSIBILITIES

• Utilize knowledge of typical practices to create standards for internal documents, audit tools, data collection and analysis, forms, and reports that will be simple and easy to use.
• Assist in efforts to ensure compliance with regulatory requirements including survey preparation, reports and creation of plans of correction in HCC and Creekside.

• Maintain all deficiency/citation and associated plans of correction in an organized and accessible fashion.
• Presents The Redwoods in a positive, professional way.
• Manages resident and family concerns and refers to the appropriate team members.

• Proactively analyze organization and customer expectations with a focus to develop and continually improve services, processes, and procedures.
• Manage day-to-day administrative operation of the Office of the COO/Administrator and Creekside; maintain necessary data, records, and audit trails.

• Provides some technical assistance with both hardware and software.
• Prepare/Create/Present reports for the organization and certain committees such as the QAA/QAPI Committee. In addition, takes/prepares meeting minutes and compiles associated reports as assigned

• Ensure accurate and routine completion of HCC Nursing Hours per Patient Day (NHPPD) documentation, as well as audit on an as-needed basis to ensure compliance with applicable standards.

• Assist in ensuring that Payroll Based Journal (PBJ) submissions are completed accurately, as well as timely.
• Maintain complex and confidential electronic and paper files and records as needed.

• Assists in managing CDPH staffing audits for the Health Care Center with the HCC Leadership team and assists with any CDSS staffing inquiries in Creekside.
• Serves as a liaison with internal departments and outside agencies preparing the proper forms and ensuring they are submitted accurately and on time.
• Utilizes professional/independent judgement to investigate possible opportunities for improvement with respect to HCC and Creekside operations and makes recommendations to the COO/Administrator or other applicable personnel member.

• Leads/Directs/Performs special projects on behalf of the COO/Administrator.
• Provides leadership, support, and a positive presence in applicable change management efforts.
• In partnership with the COO/Administrator, create and maintain a comprehensive policy and procedure management system for the HCC and Creekside.

• Reviews and verifies materials for completeness and conformance with established standards and procedures.

• Conducts quality assurance audits in HCC and Creekside and presents findings in a complete and concise manner.

• Serves as a subject-matter expert in the facility’s electronic medical record (EMR) and compiles reports as requested. This may entail converting/re-formatting raw data/information into a cohesive/presentable report.
• Collaborate with the HCC Director of Staff Development to ensure proper tracking of CNA hours for submission to CDPH, as well as preparation of various in-service/training materials.

• Independently as well as upon request, undertake appropriate research into solutions for identified

challenges and present options in a manner that clearly differentiates “pros and cons” of each solution to the COO/Administrator.

QUALIFICATIONS

• Progressively responsible executive administrative experience to include administrative office management, ability to develop and maintain office processes, procedures, practices, and equipment.

• At least three (3) years of experience working in a skilled nursing facility and/or residential care facility for the elderly, which included extensive responsibility in regulatory compliance management.
• Excellent verbal, written, and communication skills and attention to detail.
• Proficient in all areas of basic computer skills and programs to include Word, Excel, PowerPoint, Outlook and ability to learn other programs including MatrixCare, Zoom and other programs.

• Ability to communicate sensitive and confidential information with a variety of individuals and groups and to convey a positive image of The Redwoods.

• Work with minimal direction, compose memos, letters, reports, or standard practices,
• Sufficiently familiar with personal computers, software, and networking systems to identify issues, attempt a workaround, and/or communicate issues to technical support contractors or vendors, both within own work environment and that of other staff.

• Produce complex documents and reports utilizing the organizational and software tools (style sheets, master documents, component objects) that are an integral part of the Microsoft Office Suite.
• Ability to understand and communicate knowledge of all departments in the organization, to include its operations, programs, functions, and special department terminology.

• Work under pressure and maintain a business-like manner.

• Communicate with residents, families, team members, regulatory agencies and others with diplomacy, tact, and courtesy.
• Associates Degree in secretarial science, communications, business or equivalent discipline; Bachelor’s Degree is preferred.

Physical Requirements:

• The position requires ability to retrieve work materials, the use of basic office equipment; intermittent walking, and standing, stooping, carrying and lifting of materials and supplies up to 35 lbs.
• Computer typing is a key part of the position.

• Work is primarily performed in an office environment with minimal exposure to health and safety considerations however, contact with frail residents and the general public is a key part of the position. Infection control practices must be followed as prescribed.

Benefits

• Competitive Pay
• Fully paid insurance for 24+ hours per week
• Paid Vacation, Sick Leave, Holidays
• Employer retirement plan contribution

EEO employer