Operations Manager

Job Summary Operations Manager is responsible for the oversight of healthcare-related operations and non-clinical operations to ensure the safety, well-being, and treatment success of clients at New Directions for Women.

This role manages hiring, scheduling, training, and supervision of operations staff, ensures compliance with all applicable standards, and serves as a liaison between clients, staff, leadership, and outside providers. The Operations Manager does not provide direct nursing services; clinical oversight of LVNs will be performed by the designated licensed health care provider.

The guiding purpose of all New Directions for Women employees is to assist clients in treatment and their families in the healing of the body, mind and spirit through the provision of exceptional addiction treatment. The twelve step principles of recovery will be modeled as the foundation of recovery and throughout the organization directly and indirectly.

Responsibilities

Operations Team Oversight

• Oversee transportation logistics, vehicle safety, and client outings.
• Monitor client participation, facility cleanliness, and completion of chores.
• Ensure timely and accurate documentation, including admissions, discharges, incident reports, UAs, rounds, and group records.
• Gather clients for treatment and activities, supervise engagement, and ensure effective staff communication regarding client care.
• Coordinate and facilitate groups, walks, physical activities, 12-step meetings, and other client programming outside clinical care.
• Model professional behavior and mentor clients while maintaining appropriate boundaries.
• Conduct rounds, facility checks, and perimeter checks to ensure safety and operational efficiency.
• Collaborate with departments to coordinate shared resources, joint activities, and meetings.
• Navigate complex ethical issues and apply public health strategies to manage and prevent outbreaks.
• Ensure the security, privacy, and proper storage of client records and support compliance efforts
• Provide staff education, professional development, and performance management in coordination with HR.
• Ensure organizational adherence to federal, state, and local regulations; conduct audits and implement risk management strategies.
• Investigate compliance incidents and implement corrective actions to prevent recurrence.
• Analyze performance data to improve quality and efficiency of care.
• Implement client safety measures to reduce errors and adverse events.
• Build and lead a culturally competent, diverse team.
• Encourage innovation in care delivery and share best practices for continuous quality improvement.

Healthcare Team Oversight

• Monitor client health and safety during detox and ensure escalation to appropriate providers, as needed.
• Ensure accurate documentation of vitals, CIWA, COWS, medication observation, and infection control by LVNs (with contracted medical provider oversight).
• Collaborate with the Nurse Practitioner, Medical Director, pharmacies, labs, and external providers.
• Support development and implementation of medical policies and procedures with the RN contractor.
• Facilitate smooth transitions between levels of care (detox, residential, outpatient).
• Ensure clear communication across staff and leadership.

Staff Development

• Recruit, hire, train, and supervise operations staff (Care Coordinators, Childcare Coordinators, and Sober Living staff.)
• Recruit, hire, train, and supervise LVNs, healthcare staff in collaboration with the contracted medical provider
• Manage staff scheduling to ensure 24/7 coverage, operational efficiency, and compliance with labor laws. Adjust schedules to account for workflow demands, absences, and peak times.
• Train staff on organizational systems, including time clock platforms, and maintain accurate records of time and attendance, including approvals, denials, edits, and verifications.
• Provide ongoing education, training, professional development, and competency assessments for all direct reports.
• Coordinate cross-training and skill development among operations staff to enhance flexibility and coverage.
• Conduct performance evaluations and provide coaching, feedback, and corrective action as needed.
• Promote cultural competence, trauma-informed care, and professional standards across teams.
• Establish department goals and objectives, track outcomes, and implement improvements in collaboration with staff.
• Foster a positive work environment that encourages teamwork, accountability, and continuous improvement.
• Ensure operational policies and procedures are consistently applied and updated to reflect best practices.

Compliance Oversight

• Conduct internal audits to ensure compliance with healthcare regulations, operational policies, and organizational standards.
• Oversee medication management, urine analysis (UA) processes, lab services, and associated reporting.
• Investigate and resolve compliance incidents, implementing corrective actions to prevent recurrence.
• Maintain client confidentiality and ensure adherence to HIPAA and other relevant regulations.
• Serve as a liaison with laboratories to address operational needs, issues, inventory, and pickups.
• Oversee the completion, filing, and proper storage of all required operational forms, including Rounds Sheets, Admission/Discharge Checklists, Vital Signs Sheets, Shift Change Reports, and others.
• Audit client files regularly to ensure consistent facilitation and documentation of UAs, admissions, discharges, and other operational processes.
• Ensure timely completion and documentation of Incident Reports and related follow-up actions.
• Maintain knowledge of company policies, procedures, and forms, and ensure staff adherence.
• Act as custodian for all compliance and facility checks, ensuring documentation is complete and accurate.
• Assist with special projects, process improvements, and other duties as assigned to support operational excellence.
• Identify trends or gaps in compliance and collaborate with leadership to implement process improvements.

Transportation

• Schedule, staff, and coordinate transportation for clients in treatment and at sober living facilities to approved appointments, outings, pick-ups, and drop-offs.
• Ensure all staff operating company vehicles maintain the appropriate licenses and certifications.
• Oversee vehicle maintenance needs, reporting issues to the Facilities Manager and ensuring timely resolution.
• Ensure fueling, cleanliness, and general upkeep of all facility vehicles.
• Monitor transportation operations to optimize efficiency, safety, and compliance with organizational policies and regulations.
• Provide training and guidance to staff on safe vehicle operation and transportation protocols.

Qualifications

• Bachelor’s degree in operations management, business, healthcare administration, substance use treatment, or related field (preferred). Equivalent experience considered.
• Two years of management/supervisory experience or at least six months experience working at New Directions For Women.
• The Operations Manager must have prior knowledge of substance use disorders; experience in the substance use treatment field is preferred.
• Excellent leadership, organizational, and communication skills.
• Strong problem-solving and project management abilities.
• Proficiency in regulatory compliance, documentation, and relevant software/technology.

Job Type

Full-time

Pay: $72,500.00 - $76,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person