Staffing Manager (1055)

Institute on Aging - Los Altos, CA3.8

30+ days agoFull-time
Institute on Aging (“IOA”) works to enhance the quality of life for adults as they age by enabling them to maintain their health, well-being, independence and participation in the community. We serve a diverse population of older adults and disabled adults by providing innovative, community-based programs that enable our clients to live at home for as long as possible. We serve as an essential partner in the continuum of care by providing health services, social and emotional support, and education and advocacy.

Based in the Los Altos office, the Staffing Manger, will be responsible for the scheduling and oversight of IOA’s Home Care Aides as well as maintaining and updating scheduling needs with both clients and HCA’s.

ESSENTIAL JOB FUNCTIONS:
Assistance with information tracking, updating and maintaining various databases, spreadsheets and other administrative duties as assigned.
Individual must possess strong oral and written customer service and communication skills.
Candidate must be able to work with a multidisciplinary team and be willing to share on call responsibilities within your team.
Provide excellent customer service to internal and external customers receiving IOA’s home care services.
Organize client cases and schedule the most reliable and appropriately matched Home Care Aides (HCAs) for IOA’s home care clients based on location, time, skills/needs, special requests, etc.
Update and coordinate client and HCA schedules to reflect cancellations, rescheduling, logging, addition, or modification in the automated scheduling system.
Monitor, evaluate, and report client information to the appropriate personnel, with timely escalation of all urgent matters and complex cases to the Client Services Manager and/or Director of Home Care and Support Services as needed.
Investigate all HCA-related complaints and issues along with Client Services Manager, effectively managing any issues or concerns in a professional and timely manner from coaching opportunities, disciplinary action and termination.
Assist in recruiting and screening Home Care Aides who possess strong qualifications and desirable availability.
Assist with compliancy standards for HCA’s are up to date as related to Acquiring and maintaining current CDL and insurance documentation, annual completion of blood borne pathogen video, annual TB test, and current licensure as needed for CNA or HHA’s.
Participate in the orientation process of Home Care Aides as needed.
Participate in the payroll process weekly, as it relates to scheduling issues, including verification of HCA shifts, to ensure timely and accurate payroll and billing.
Reconcile all payroll and billing issues with accounting to ensure accuracy and positive customer service experience for clients and HCA’s.
Participate in interdisciplinary team meetings as requested.
Maintain client and HCA confidentiality and privacy at all times.
IOA staff is on-call during all hours as designated based on the On-Call Schedule shared between CSM and Staffing Manager when the offices are closed, including nights, weekends, and holidays. Staff members must record all on-call shifts worked on their bi-weekly time sheets. The on-call week begins every Monday morning. The base wage is always paid, regardless of time spent working after hours.
Provide paid on-call services after hours, on weekends, and on holidays to support staff and clients in meeting clients’ service needs in an appropriate time frame. An appropriate time frame has been defined as returning all calls within 15 minutes of initial contact.
Other job-related duties as assigned.

REQUIRED QUALIFICATIONS:
A high school diploma is required.
Medical administrative staffing experience will be considered.
At least one year of demonstrated success in a service organization, having met or exceeded specific objectives for productivity or other performance measures.
Ability to track a large quantity of information about IOA’s HCAs and to utilize it during scheduling and discussions with the Client Services Manager(s) and other support staff.
Ability to work and thrive in a fast-paced, high-pressure environment (both independently and as part of a team).
Ability to effectively organize and prioritize tasks.
Excellent oral and written communication skills.
Excellent multi-tasking skills.
Excellent analytical and decision-making skills.
Flexible and able to handle constantly changing priorities.
Strong computer skills and fluency in Microsoft Word, Excel, Outlook, and other software systems. Database or CRM experience a plus.
Reliable regular transportation.

DESIRED QUALIFICATIONS:
One year of staffing experience or work in similar field preferred.
At least one year of private duty home care coordination experience preferred.
The mission that drives us: IOA wants everyone to AgeOn!

Institute on Aging works to enhance the quality of life for adults as they age by enabling them to maintain their health, well-being, independence and participation in the community.

The mission that drives us: IOA wants everyone to AgeOn!

Institute on Aging works to enhance the quality of life for adults as they age by enabling them to maintain their health, well-being, independence and participation in the community.

Who we serve:
We serve a diverse population of older adults and disabled adults without regard to ethnicity, religion, sexual identity, or social status. We embrace the Bay area's vibrant and varied culture, celebrating the diversity of its inhabitants. We have a commitment to representing, honoring, and enhancing the journeys of all aging adults, including those from different cultural backgrounds as well as seniors within the LGBT community.

We continuously seek to embrace and uphold our values:
Integrity, Authenticity, Collaboration, Innovation, Accountability and Compassion.

A little about our benefits:
A fit for all, our benefits will have you covered whether you are single, married, or in a domestic partnership, including kids or no kids! We offer two healthcare plans to choose from, provide 9 paid holidays, one floating holiday, and two weeks paid vacation (three weeks after your 1-year anniversary hits). Additionally, we have paid parental leave, family medical leave, 403(b) plans, pre-tax commuter benefits and other options. We foster an open work environment that supports and promotes diversity, inclusion and individuality. Employee Resource Groups and wellness programs are also available.

We encourage you to learn more about IOA by logging onto www.ioaging.org/about-ioa

IOA is an Equal Opportunity Employer: minority/female/disability/veteran

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