Hospice Director jobs in Portland, ME

Position Description

Title: Administrative Operations Director Reports to: Chief Executive Officer

Primary Location: Main Office FSLA Class: Exempt

Supervises: Finance Manager, IT Manager, Access Manager Effective Date: 09/2023

Community Liaisons

Position Summary:
The Administrative Operations Director is responsible for leading and overseeing all operations of the
Finance, Information Technology (IT), Access Departments and Community Liaison activities.

Finance Summary: Oversee financial activities of the organization. Administratively responsible for
working with Finance Manager to ensure the safeguarding of the organizations assets and for ensuring that
the financial management provides the resources necessary to meet established goals and objectives. The
Administrative Operations Director works with the Finance Manager to plan and direct all fiscal activities
including the development, interpretation, and administration of the organization’s policies on finance,
accounting, billing, insurance, internal controls, and auditing system. Administrative Operations Director
and Finance Manager are responsible for coordinating with the CEO to establish financial goals, objectives,
and budgets.

IT Summary: Working with the IT Manager, oversee and provide leadership and coordination of IT services
and has primary responsibility for short and long-range strategic planning of the technical infrastructure to
ensure that it supports current and future needs. Ensures HSM’s information security to assure system
security, emergency preparedness and disaster recovery planning.

Access Summary: Through oversight of the Access Manager, oversee the intake/admissions process of
the organization. Ensure appropriate systems are in place to ensure timely and accurate admissions, assist
in creating and maintaining positive and productive relationships with internal departments and referral
sources. Foster collaboration with Clinical department.

Community Liaison Activities: Working with and overseeing the organizations liaisons, through a variety
of methods, ensuring community referral relationships and external education remains strong. Willingness
to be a part of outreach activities as necessary. Collaboration with the Marketing department for creation
of outreach materials.

Qualifications:
1. Education: Bachelor’s degree in finance, accounting, business, or related field required. MBA or MHA

preferred.
2. Experience: Minimum of 10 years of progressive leadership experience preferred. Senior level

management experience in healthcare preferred. Working knowledge of hospice policies, regulations,
and billing/reimbursement systems preferred. Must possess strong business acumen, ability to think
and make decisions strategically, build relationships with ease, and model excellent leadership. Senior
level understanding in budget preparation, accounting principles and procedures; project management;
and personnel management required. Excellent interpersonal skills with proven ability to build
relationships both internally and externally. Must demonstrate outstanding skills in verbal and written
communication. Ability to make effective presentations to the Finance Committee and Board of
Directors. Ability to comprehend and apply advanced financial and budgetary concepts. Proficiency
with Microsoft Office required.

3. License/Certification: CPA certification preferred. Licensed driver, with an automobile that is insured in
accordance with state and/or agency requirements and is in good working order.

Essential Duties & Responsibilities Finance:
1. Participates in key decisions pertaining to strategic initiatives. Develops tools and systems to provide

critical financial information to the CEO and make actionable recommendations on strategy.
2. Ensures the Finance department has appropriate controls and systems in place to prepare accurate

and timely financial statements. In conjunction with Finance Manager, completes analysis of financial
results and related statistical reports to explain content, variance, trends and disseminates to
Leadership, Finance Committee and Board of Directors. Works with Leadership to interpret and
improve financial results in their areas.

3. Works with Finance Department to ensure appropriate controls and systems are in place to ensure
the coordination and preparation of coordinate and prepare the monthly close, maintenance of
depreciation schedule, monitoring cash balances, monthly bank reconciliations and monitoring and
documenting use of restricted funds.

4. Approves financial assistance applications in Finance Manager absence.
5. In conjunction with Department Directors and Finance Manager, directs, coordinates, and presents

the annual operating and capital budget.
6. Assess organizational performance against the annual budget, industry benchmarks and trends and

the agency’s long-term strategy and makes and carries out actionable recommendations on
variances.

7. Ensures Finance Manager reconciles EMR (revenue, payments) with Billing Supervisor.
8. In conjunction with the Finance Manager, coordinates the annual independent financial audit.

Ensures the preparation of year-end schedules, annual tax return submissions, Medicare cost and
cap reports are filed, and other required regulatory submissions are completed in a timely manner.

9. Ensures Finance Manager reviews and approves the cap report with the Billing Supervisor.
10. Participates in the completion of the agency’s Annual Report.
11. In conjunction with Finance Manager, ensures compliance with tax filing requirements and any other

statements and reports required by federal, state or accreditation regulations.
12. Plans, coordinates, and implements oversight and activity of the organization's investment portfolio in

conjunction with external investment manager and finance/investment committee.
13. Develops and presents Financial Policy recommendations to the CEO.
14. Directs, oversees, and monitors insurance payor agreements and contracts. Researches the

marketplace, understands payor relationships, and looks for opportunities for new payor
arrangements that may emerge in the marketplace.

15. Responsible for ensuring billing and financial management compliance and signs payor claims for
submission.

16. Approves accounts receivable write-offs, within policy parameters.
17. Establishes, maintains, and assesses community banking relationships.
18. Serves as the liaison with the Finance Committee of the Board.
19. Assumes responsibility for fiscal matters in the absence of the CEO.
20. Coordinates corporate contracting activities with Senior Leadership Team and with support by

Executive Assistant and Facilities Manager. Directs, oversees, and monitors various vendor contracts
and agreements. Researches the marketplace, understands the competition, and works with other
team members to find the best and most cost-effective solutions.

21. Participates in discussion and activities related to insurance coverage for protection against property
losses and potential liabilities with Executive Assistant and Facilities Manager.

22. Seeks cost savings with vendor agreements and seeks ways to improve purchasing power.

Essential Duties & Responsibilities IT:
1. Analyzes business requirements for IT needs and systems; proactively assesses new and emerging

technologies; develops plans, implements strategies, and maintains comprehensive information and
communication systems that are current and appropriate for agency needs including software,
hardware, networks, security, and other required technology systems.

2. Works closely with all members of HSM’s Senior Team to improve and develop information
management systems to support efficient and effective management of the organization.

3. Provides planning, budgeting, leadership, and supervision to the IT department; communicates
current and projected needs, requirements, and options in the budgeting process; recommends
acquisitions and updates; monitors life cycles to assure sound systems and good financial planning to
support new purchases.

4. Supports effective use of Office 365 and related products and supports the breadth of other
technologies in use at HSM, including the Electronic Medical Record and phone system.

5. Manages HSM IT department employees to assure high quality customer service; promotes
continuous learning and development in areas key to HSM’s technology needs; coordinates with both
internal and external resources to arrange staff training and professional development.

6. Evaluates all expansion, modifications, and changes in existing information systems, infrastructure, or
interfaces; responsible for short- and long-term planning, project management, and implementation of
changes or new deployments; judges and communicates implications of change for the organization;
assures ongoing maximum availability and reliability of the technical networks.

7. Maintains inventory of software and hardware to support HSM’s on site and remote work
environments.

8. Assists HSM’s decision makers when selecting cloud-based applications and assessment of system
security, redundancy, and disaster recovery.

9. Develops and maintains policies and procedures related to all aspects of information/communication
systems procurement, use, and maintenance, user support, reporting, and distribution of
information.

10. Develops information security guidelines and manages implementation; ensures systems are in place
to protect system security, data integrity, reliability, and accuracy; assures compliance with security
and emergency preparedness standards required by the agencies that regulate HSM’s business.

11. Ensures departmental compliance with all organizational licensing rules and regulations.
12. Maintains, reviews, and updates the disaster recovery plan.
13. Works with HSM leadership to support the development and maintenance of a workforce that is

competent in using the dynamic technologies needed to function efficiently and effectively at HSM.
14. Ensures the IT Help Desk program, including after-hours and on-call support, is fully staffed and

meets organizational needs; participates in Help Desk rotation as needed.
15. Promotes HSM excellence by establishing and achieving high quality internal and external customer

service standards; analyzing and resolving quality and customer service problems; identifying trends;
recommending system improvements.

16. Develops and maintains relationships with external IT vendors and service providers. Evaluates and
recommends vendor contracts for hardware, software, and technology related services as needed.

17. Serves as HSM Security Officer. HSM has designated the Administrative Operations Director to
serve as HSM’s Security Officer, who shall be responsible for: The development and implementation
of HSM’s policies and procedures required by the HIPAA Security Standards, in consultation and
collaboration with HSM’s Privacy Officer; Monitoring HSM’s compliance with the requirements of the
HIPAA Security Standards; Reporting any HIPAA security-related compliance issues or concerns to
HSM’s Privacy Officer, Compliance Officer and Chief Executive Officer and, as necessary, to HSM’s
Board of Directors; and Other roles and responsibilities specifically assigned to the Security Officer in

HSM’s HIPAA policies and procedures.
18. Performs other duties as assigned.

Essential Duties & Responsibilities Access:
1. Develops and implements an integrated and comprehensive outreach, referral, and communication
plan with metrics and timelines.
2. Collaborates with the Development Department for creating marketing collateral, outreach
communication material, advertising, and press releases.
3. Collaborates with the Clinical department to develop strategic opportunities to drive growth potential
and develop modeling for future growth opportunities.

Other Job Functions:
The following is a list of responsibilities of this position but is not intended to cover other related duties
that this position may be required to perform from time to time.

1. Adhere to all HSM, state and federal policies and procedures, laws and regulations that are relevant

to job responsibilities.
2. Reports incidents according to agency policy.
3. Follows disciplinary procedures when employees deviate from policies and procedures.

4. Maintains confidentiality of business and health information in accordance with HIPAA and state
regulations, and HSM policies.

5. Participates in quality improvement, strategic planning, staff recruitment and retention, marketing,
development, and corporate compliance activities, as applicable.

6. Participates in professional and self-development by attending continuing education programs/in-
services.

7. Illustrates being a team player by being available to perform other special tasks as assigned to assist
with the mission of HSM.

8. Supports good relations with all internal and external customers by interacting in a kind, respectful,
and professional manner; carries out duties and responsibilities of position in a manner that
exemplifies excellent customer service.

9. Acts in a manner consistent with the Code of Conduct outlined in the Agency’s Corporate Compliance
Program.

Required Skills, Abilities & Knowledge:
1. Demonstrated ability in fiscal and business management, preferably in a health care setting.
2. Experience in budget preparation, accounting principles and procedures, and systems development

and administration.
3. Demonstrated leadership skills to facilitate appropriate direction and supervision to staff.
4. Effective time management and organizational skills to manage multiple tasks.
5. Knowledge of hospice services and regulations, and health care reimbursement systems.
6. Excellent interpersonal oral and written communication skills; ability to communicate with a variety of

people; active listening skills.
7. Experience in personnel management.
8. Demonstrated understanding of, and ability to use, various computer software applications.
9. Ability to maintain absolute confidentiality.

Physical Requirements:
The physical requirements described are representative of those that must be met to successfully perform
the essential responsibilities of this position. Reasonable accommodations may be made.

Occasional Frequent Continuous
(25%) (50%) (75%)

Lift or transfer

Up to 10 lbs. X

11-20 lbs. X

21-35 lbs. X

Carry X

Push or pull X

Climb X

Reach X

Stoop or bend X

Crouch X

Kneel X

Handle or feel X

Talk X

Hear X

See X

Sit, walk, stand X

Distinguish smell/temperature X

Exposure to blood borne pathogens and infectious disease X

Exposure to hazardous materials X

Repetitive Motion X

** The CEO may assign or reassign duties and responsibilities to this position at any time **

This job description is not designed to cover or contain a comprehensive listing of activities,
duties or responsibilities that are required of the employee or for this job. Duties, responsibilities,
and activities may change at any time with or without notice.