Position Summary: The ICF Administrator oversees the daily operation of Ann Storck Center’s Intermediate Care Facility (ICF) – Pembroke Pines campus to ensure that the delivery of quality services meet the social, emotional, health, medical and physical needs of individuals with intellectual and developmental disabilities individuals, including but not limited to the areas of communication, therapy, behavior and recreation/leisure. The Administrator is responsible for facilitating a positive teaching and training atmosphere conducive to individual growth and development and oversees implementation of individual person-centered plans and related programming efforts.
Areas of Responsibility:
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Environmental, Health and Safety – Ensures that the ICF facilities are maintained in compliance with expected standards for the safety and welfare of the residents.
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Ensures each ICF maintains a safe environment to minimize employee and resident accidents/injuries and unnecessary expenditures.
- Ensures the optimal physical condition of each ICF is appropriately maintained (e.g., furnishings, appliances, grounds, etc.).
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Ensures maintenance requests are submitted in a timely manner to the Maintenance department; follows up with the Facilities Supervisor on outstanding issues, as necessary.
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Ensures Emergency Management Guidelines are followed including, but not limited to timely completion of drills, documentation of drills, maintaining an adequate inventory of emergency supplies, etc.
- Service Delivery – Oversees the delivery of services in support of the physical, social, and psychological well-being of ICF residents.
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Ensures that resident care, physical management, nutritional management, PT/OT and behavioral services are delivered in a timely manner, according to plan.
- Ensures that individuals have customized activity schedules and receive adequate opportunities for exercise, recreational and gross motor activities, social interaction and community integration.
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Ensures that the In-House Day Program meets the needs of the residents served.
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Ensures safe transportation is provided for residents as needed.
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Coordinates services with schools and offsite agencies.
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Ensures that habilitation goals and Support Plan goals are developed and implemented; Advocates for change/removal of goals when appropriate.
- Performs other duties as assigned in response to the needs of individuals, the organization and/or programs.
- Communication – Facilitates the sharing of information between all disciplines through informal communication, participation in meetings (e.g., management and safety committee meetings, Circle of Support, etc.), and documentation.
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Ensures the ICF department is represented in critical meetings, including but not limited to: Circle of Support, Support Plans, Behavior Meetings, Psychotropic Review, IP, self-advocacy forums, etc.); Reviews meeting minutes, IPs and Quarterly Reviews; Ensures recommendations resulting from meetings are implemented in a timely manner; Periodically attends related meetings throughout the year.
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Attends meetings and/or designates a representative for Agency, Safety, Advisory, Quality Assurance, Program Quarterly Review, incident reviews, etc.; Provides information and shares resident concerns in monthly management meetings.
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Conducts regular meetings with ICF Residential Managers and Supervisors to ensure compliance and offer support.
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Conducts IP and Quarterly Meetings with QIDP and ensures that recommendations are implemented.
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Ensures recreation and leisure Best Practices for promoting environments which foster optimal development for the people we serve are communicated through orientation, training, in-services and modeling.
- Attends meetings and/or designates a representative for meetings (e.g., agency, management, safety, human rights, incident review, Case Record and Program Quality review, advisory & advocacy, etc.)
- Ensures critical information and reports are shared with appropriate departments and individuals in a timely manner through meetings, reports, in-services, etc.
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Ensures ICF Residential Managers regularly review QIDP reports and exchange information with direct care staff regarding each individual’s progress and needs, wishes and desires.
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Holds regular meetings with ICF Residential Managers and support staff to discuss concerns and exchange information.
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Promotes problem-solving and teamwork within the department and across other departments; Resolves problems and communicates results to staff and supervisors.
- Monitoring and Quality Assurance – Monitors the delivery of ASC’s programs and services by conducting internal audits, participating in external surveys, reviewing documentation, reports and records, etc. for consistent quality and compliance with regulations, policies and procedures.
- Ensures programs comply with the standards established by Agency for Health Care Administration (AHCA), Department of Children & Families (DCF), Social Security Administration, Agency for Persons with Disabilities (APD), and federal, state and local codes/regulations:
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Maintains up-to-date knowledge of federal, state and local regulations related to ICFs; Reviews regulations in advance of annual AHCA and IP certifications to ensure programs are in compliance;
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Ensures the format and content of IPs, activity guides, IR notes, incident reports, plans of correction, service authorizations, quarterly reviews, monthly and ongoing reports, etc. is in compliance with ASC policies and procedures and federal/state regulations;
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Regularly reviews current practices against AHCA and/or APD regulations to ensure programs meet the standards and the ICFs are survey-ready;
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Proactively monitors the facilities and the delivery of services through internal audits to ensure compliance with rules and regulations; promptly resolves areas of non-compliance.
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Conducts regular announced and unannounced visits in homes (each shift) to ensure policy, procedures and programs are being implemented appropriately.
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Submits monthly reports to the ICF Director for each home to include: Program Status, Medical updates, Recreational updates, and staffing updates.
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Conducts regular time keeping audits to ensure compliance with attendance policy and overtime management.
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Participates in audits, surveys, management reviews, etc. (e.g., AHCA, Social Security, DCF, etc.); promptly submits information requested by APD, AHCA and/or required by federal, state and/or local regulations, including but not limited to.
- Ensuring that the ICFs and affected departments are appropriately prepared for surveys, agency visits, inspections, etc., in the areas of staff readiness, facility maintenance, accurate recordkeeping/documentation, and cleanliness;
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Coordinating staff, individual/guardian/family input and participation in the survey process;
- Assisting with preparing responses and/or organizing position statements for unjustified citations/deficiencies.
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Ensures the timely creation of plans of correction and follows through to completion.
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Reviews reports, assessments, incident reports, IP packets, etc. to ensure compliance with established procedures.
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Monitors staff/resident interactions and directly acts on or communicates observations to the appropriate ICF Residential Manager.
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Periodically conducts inventory of supplies, equipment, program materials and resident possessions to prevent unnecessary purchases, theft and misuse.
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Promptly investigates all incidents involving residents requiring more than minor first aid.
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Promptly investigates and resolves grievances brought by individuals (or on their behalf) or escalates to the appropriate individual; Ensures grievances and conclusions are documented properly.
- Reporting and Recordkeeping – Ensures that required reports are completed and distributed appropriately in a timely manner, including but not limited to: monthly progress reports; physical management, mealtime monitoring, skill maintenance, and reactive strategies check-offs; Program Evaluation Data; incident reports, safety inspections, plans of correction, and safety in-services.
- Financial Responsibilities – Accurately manages the budget for the ICFs and ensures adherence to ASC’s financial controls.
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Assists in the management of the ICF budget to support the delivery of high quality services; Advocates for an adequate budget for the physical maintenance of the ICFs, as well as for adequate staffing, and equipment/supplies.
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Ensures that ICF and resident expenditures are within the budget and in compliance with federal and state regulations and ASC’s policies:
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Reviews resident expenditures regularly.
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Ensures fund requests, SSI, House and therapeutic purchases, receipts, and related financial documentation are accurate and submitted to Accounting in a timely manner.
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Audits of transportation and ADT billings are conducted regularly to ensure consistency and accuracy between the programs.
- Monitors labor hours and overtime to ensure compliance within the limits set by administration.
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Requisitions for the purchase of equipment and supplies for leisure, programmatic and individual development purposes are appropriate and within budget.
- Trains staff on financial and administrative controls.
- Training and Development– Ensures that all ICF personnel receive training in accordance with regulatory standards and ASC’s policies.
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Ensures that all ICF personnel are adequately prepared to perform their job duties through orientation, job training, APD, AHCA, OSHA mandatory training, annual in-services, ASC policies and procedures, and other training as necessary.
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Serves as a positive role model and supports the development of staff; Provides training, encouragement, and feedback and assists ICF House Managers in resolving problems as necessary.
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Ensures accurate training records are maintained in accordance with ASC and regulatory requirements.
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Participates in management training and in-services when offered/required; Pursues professional growth by making use of supervision and other professional development opportunities that would enhance Ann Storck Center’s residential program.
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Ensures all ICF personnel are updated with AHCA regulation changes.
- Supervisory Duties – Provides oversight and direction to ICF personnel in accordance with ASC’s policies and procedures and in compliance with federal, state and local employment law.
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Participates in the recruitment of ICF Residential Managers, supervisors, administrative and auxiliary personnel.
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Ensures ICFs are staffed appropriately with qualified employees at all times.
- Ensures supervisory coverage of an ICF in the absence of an ICF Residential Manager.
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Holds ICF Residential Managers and employees accountable to established standards of care and behavior and ASC’s policies/procedures; Provides timely and appropriate feedback and oversight on service delivery and documentation.
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Ensures that ICF Residential Managers monitor/manage employees in accordance with ASC’s policies and procedures; Provides guidance and support to resolve employee relations issues.
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Monitors the attendance and performance of direct reports; Conducts and/or ensures probationary and annual performance evaluations are conducted on schedule; Participates in periodic reviews of job descriptions.
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Manage ICF Residential Manager schedules and approves all staff schedules prior to being published.
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Accurately fulfills payroll-related responsibilities (e.g., monitors time sheets to assure completion and accuracy, leave requests, promptly submits payroll change notices, approves time sheets).
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Coordinates ICF management suspension and termination decisions with HR prior to taking action.
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Participates in the grievance process as appropriate.
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Functions as on-site liaison to the Executive Director in resolving issues.
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Makes decisions involving staff as necessary; Communicates recommendations and outcomes to the ICF Director.
- On Call 24/7; Responds to emergencies appropriately following established procedures.
MINIMUM EDUCATION AND WORK EXPERIENCE REQUIREMENTS:
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Master Degree in human services or a related field;
- Five (5) years or more of related professional-level Leadership experience, including supervisory or operational/administrative oversight.
- Knowledge of developmental and intellectual disabilities and four years of experience providing direct care to intellectually and/or developmentally disabled individuals, preferred.
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Excellent presentation and communication skills (verbal and written).
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Ability to prepare and interpret data.
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Computer literate (Microsoft Office).
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Ability to adapt quickly to unexpected changes, deadlines or business demands and to make sound business judgments independently and under pressure.
WORKING CONDITIONS: Primary duties are in an office environment with moderate noise level. Typical schedule is regular business hours, but may require evenings and weekends when on-call or in emergency situations. Position is categorized as essential personnel for the purposes of providing disaster services.
ESSENTIAL FUNCTIONS: ASC is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will attempt to make reasonable accommodations when necessary. The following are abilities and physical requirements for this position at ASC:
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Able to lift 50 lbs. safely and appropriately utilizing standard orientation techniques.
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May be exposed to short, intermittent, and/or prolonged periods of sitting, standing, and/or squatting in the performance of job duties.
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Must be able to hear see, and communicate effectively in writing, using the English language, with or without reasonable accommodation.
- Ability to work cooperatively with all levels of staff, exercising effective problem-solving, reasoning, and critical thinking skills.
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May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc.
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Moderately sedentary position, requiring frequent sitting and close computer and telephone work.
