Residence Manager

Reporting to the Coordinator, the Residence Manager is responsible for the day‑to‑day operations of one residential program serving people with developmental disabilities. In conjunction with the Coordinator, the Residence Manager is also responsible for providing leadership, vision, and direction in the following areas: client services; program development; fiscal management, regulatory compliance; physical plant management; and program staffing.

• Ensure the residence is in compliance with all applicable regulations and organizational policies and procedures.
• Develop and submit monthly schedules to the Coordinator and DOP ensuring adequate coverage based on needs and publishing bi‑weekly to staff.

Complete monthly inventory, purchase necessary food and supplies with approved vendors. Ensure that the residence is stocked with items that meet the dietary needs. Reconcile orders with deliveries, sign and send invoices to central office. Manage the facility’s petty cash, reconcile bi‑weekly and ensure proper documentation and utilization of funds. Ensure documentation and reporting of incidents in a timely manner. Submit reporting and notifications as needed, including but not limited to quarterly submit trends, SCIP forms etc.

Develop observation schedule in accordance with agency standards, publish and upload schedule and observation forms to SharePoint. Follow up and review observations as they occur. Ensure the maintenance of the facility, complete monthly agency maintenance checklist, conduct daily inspection to determine cleanliness, hazards, etc. Ensure proper documentation and submit work orders as needed for repairs. Develop fire drill schedules according to regulatory standards, review drills as they occur and ensure appropriate paperwork is processed as needed.

Implement systems to ensure that programs meet and exceed all regulatory standards and that program staff follow all state and federal regulations, as well as Heart Share’s internal policies and procedures. Ensure that programs satisfactorily pass both internal Heart Share surveys and OPWDD surveys/audit and that no 45 or 60 day letters are issued.

Recruit, hire and train residential staff according to regulations and agency guidelines. Prioritize hiring by partnering with Human Resources to provide timely feedback and updates. Ensure staff receives appropriate certification/recertification as needed. Provide recommendations for training to further develop skills and keep track of attendance and completion. Complete staff evaluations and performance reviews according to agency policies and procedures. Manage employees time and attendance, review and approve timecards, vacation and other requests in Paycom.

Conduct daily review of Precision Care (Pcare), ensure timely completion and coordinate with Services Support Coordinator (SSC) team to monitor compliance and prevent overuse of DCE.

Develop and publish community inclusion calendar monthly. Review inclusion logs weekly to ensure they are documented appropriately. Ensure medical and clinical meetings occur according to agency expectations and standards. Determine how appointments need to be scheduled based on the medical meetings, ensure they occur and are scheduled as needed. Record and provide meeting notes and follow up on recommendations as assigned.

Participate and follow up on recommendations from Day Program and Life Plan Meetings.

Daily check for occurrence, if occurrences exist review for accuracy, and complete needed follow‑up, i.e. notifications made, medical follow up completed etc. Monthly ensure that items needed to close out occurrences are present, i.e., investigation summary, statements, etc. As needed submit items to SRC to answer investigator and SRC recommendations, field and address any questions that arise. Submit SCIP forms, trends and other documents as needed.

As needed attend SRC meetings to address specific concerns.

• High School Diploma/GED;
  Bachelor’s degree…