Operations Manager (OM)

Extendicare•Paris, ON

1d•Onsite

About The Position

The Operations Manager (OM) reports to the Administrator and is responsible for managing all business office processes and systems for the facility/home. This role provides essential administrative support to the Administrator and supervisory staff to ensure smooth daily operations. The OM also supports the Scheduling and Attendance Coordinator, particularly during absences or when additional support is needed for daily tasks. This position holds the “Timekeeper” security role in Workday and has full access to NH Scheduler. Key responsibilities include reviewing and approving time submissions, completing purchase journal updates for month-end accruals, submitting union duty reimbursements, coding and verifying invoices, managing accounts receivable, administering financial records, maintaining census records, and coordinating communications with home staff. The role also participates in the development and planning of employee engagement events and service awards.

Requirements

Effective Communication and Interpersonal Skills
People Management Skills
Change Management Skills
Multi-Tasking & Time Management
Financial Acumen
Analytical Thinking
Customer Service; quality and timely responsiveness to customer needs
Computer Skills
Relationship Management
Business Knowledge – policies, collective agreement and LTC legislation and funding requirements
Data input
Use Workday for financial management, HR processes, and reporting.
Act as Timekeeper Security Role in Workday to access time tracking for hourly workers, approvals, and payroll.
Manage and view schedules in NH Scheduler, adjust for staffing needs, generate reports and oversee department schedules.
Act as backup for Scheduling & Attendance Coordinator.
Manage all resident trust account activities in PointClickCare.
Maintain financial records, including resident billing, payments, and third-party vendor relationships in PointClickCare.

Responsibilities

Manages all business office processes and systems for the facility/home.
Provides administrative support to the Administrator and supervisory staff.
Supports the Scheduling and Attendance Coordinator during absences or when additional support is needed.
Holds the “Timekeeper” security role in Workday.
Has full access to NH Scheduler.
Reviews and approves time submissions from the Scheduling and Attendance Coordinator for their direct reports.
Completes purchase journal updates with department managers to ensure month-end accruals are accurate.
Submits union duty reimbursement for employees when applicable.
Codes and verifies invoices, payments and remittances related to 3rd party providers, including agency staffing and independent contractors.
Maintains external vendor relationships.
Handles payments from families and all queries concerning AR tasks around billings from residents and / or families.
Manages resident intake set up, on-going billing, collections and discharges.
Administers and maintains financial records including banking, petty cash, resident trust, etc.
Maintains and updates resident and employee census records, ensures confidentiality of all financial personnel and resident data.
Coordinates and leads communications with home staff through team meetings, maintaining notice boards and via e-mail.
Participates in the development and planning of employee engagement events and service awards.