Director of Operations

Winners Circle Group•Dallas, TX

About The Position

The Director plays a critical leadership role in ensuring the smooth, compliant, and client-centered operation of their assigned site(s) at Winner’s Circle Group of Texas. This position blends strategic oversight with day-to-day operational management, emphasizing client care quality, team development, regulatory adherence, and community engagement. The Director also functions as a bridge between executive leadership and frontline staff, ensuring alignment with organizational goals and values.

Requirements

Bachelor’s or Master’s degree in Social Work, Psychology, Public Administration, or a related field (preferred).
5–7 years of experience in clinical operations, nonprofit leadership, or behavioral health administration.
3 years of leading a team of 20 or more people
Deep knowledge of Medicaid compliance, electronic health records (Lauris), and ISP protocols.
Demonstrated ability to lead teams, manage multiple priorities, and maintain composure in high-stakes environments.
Excellent interpersonal, organizational, and communication skills.

Responsibilities

Provide leadership and structure to both management staff and clinicians through effective supervision, trainings, and scheduled meetings.
Attend weekly meetings with upper management to review site financials, weekly performance metrics (e.g., QMHP hours, supervision compliance), and operational updates.
Promote company culture and client satisfaction through active engagement, staff modeling, and high accountability standards.
Serve as a direct liaison between the site and external community partners, ensuring a positive reputation and strong network of agency support.
Lead continuous hiring efforts and ensure effective onboarding in accordance with SOPs.
Collaborate in staff retention strategies and monitor team morale and performance.
Supervise completion of all mandated staff training and provide feedback/coaching as needed.
Assure adherence to all state, federal, and Medicaid regulations, including employee credentialing and documentation.
Ensure timely and accurate completion of ISPs, Quarterly Reviews, and client assessments.
Monitor and audit client records to ensure completeness and accuracy (including referrals, assessments, ID/insurance documentation).
Work with Executive Admin to maintain and validate all client-related data in internal systems (e.g., Lauris Online, Shared Drives).
Ensure each site maintains 200 active clients, properly assigned and tracked.
Review and resolve issues on new/unassigned/discharged lists within 7 days.
Oversee and ensure quality and timeliness of ISPs (within 24–48 hours of referral), including SMART goals, proper signatures, and full form completion.
Oversee monthly disbursement of progress notes to CPAs, SILs, and community partners by the 5th of each month.
Maintain and oversee all client files, ensuring documents such as referral forms, CANS/ANSA, assessments, and Medicaid cards are present and up to date.
Submit weekly Director Reports by 2:00 PM each Monday.
Schedule and facilitate regular internal meetings:
Clinician Meetings – Bi-weekly (virtual or in-person)
Supervisor Meetings – Weekly (in-person)
Director Meetings – Weekly (virtual)
Ensure meeting spaces are properly prepared and minutes uploaded within 24 hours.
Identify and promote community engagement opportunities to strengthen agency visibility and support client acquisition.
Review Supervision Shared Drive to confirm staff completion of mandated clinical supervision.
Enforce policies that prohibit employment of unqualified or non-compliant staff.
Handle escalated employee or client concerns promptly and professionally.
Oversee payroll processing and documentation of attendance, tardiness, or absences.
Collaborate with administrative staff to maintain a clean, fully-stocked, and visitor-ready office environment.
Ensure administrative duties and responsibilities are consistently fulfilled as outlined in the Admin Checklist.
Support company expansion by identifying and implementing strategies for growth and program development.
Maintain strong relationships with CPAs, CPS/DFPS, and other community stakeholders to foster continued referrals and collaboration.