Institute on Aging
Staffing Manager
Institute on Aging, San Jose, California, United States, 95199
IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life. With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission.Job Title: Staffing Manager
The Staffing Manager will be responsible for the scheduling and oversight of IOA’s Home Care Aides. The Staffing Manager will maintain and update scheduling needs with both clients and HCAs. Assistance with information tracking, updating and maintaining various databases, spreadsheets, and other administrative duties as assigned. Individual must possess strong oral and written customer service and communication skills. Candidate must be able to work with a multidisciplinary team.ESSENTIAL JOB FUNCTIONS:
Provide excellent customer service to internal and external customers receiving IOA’s home care services.Organize client cases and schedule the most reliable and appropriately matched Home Care Aides (HCAs) for IOA’s home care clients based on location, time, skills/needs, special requests, etc.Update and coordinate client and HCA schedules to reflect cancellations, rescheduling, logging, addition, or modification in the automated scheduling system.Monitor, evaluate, and report client information to the appropriate personnel, with timely escalation of all urgent matters and complex cases to the Client Services Manager and/or Director of Home Care and Support Services as needed.Investigate all HCA-related complaints and issues along with Client Services Manager, effectively managing any issues or concerns in a professional and timely manner from coaching opportunities, disciplinary action, and termination.Provide paid on-call services after hours, on weekends, and on holidays to support staff and clients in meeting clients’ service needs in an appropriate time frame.Assist in recruiting and screening Home Care Aides who possess strong qualifications and desirable availability.Assist with compliance standards for HCAs as related to acquiring and maintaining current CDL and insurance documentation, annual completion of blood borne pathogen video, annual TB test, and current licensure as needed for CNA or HHA’s.Participate in the orientation process of Home Care Aides as needed.Participate in the payroll process weekly, as it relates to scheduling issues, including verification of HCA shifts, to ensure timely and accurate payroll and billing.Reconcile all payroll and billing issues with accounting to ensure accuracy and positive customer service experience for clients and HCAs.Participate in interdisciplinary team meetings as requested.Maintain client and HCA confidentiality and privacy at all times.IOA staff is on-call during all hours as designated based on the On Call Schedule shared between CSM and Staffing Manager when the offices are closed.Other job-related duties as assigned.SKILLS & QUALIFICATIONS:
At least one year of private duty home care coordination experience preferred.A Bachelor’s degree in Social Work or related field is preferred. One year of Staffing Experience preferred.Medical administrative staffing experience will be considered.At least one year of demonstrated success in a service organization, having met or exceeded specific objectives for productivity or other performance measures.Ability to track a large quantity of information about IOA’s HCAs and to utilize it during scheduling and discussions with the Client Services Manager(s) and other support staff.Ability to work and thrive in a fast-paced, high-pressure environment (both independently and as part of a team).Ability to effectively organize and prioritize tasks.Excellent oral and written communication skills.Excellent multi-tasking skills.Excellent analytical and decision-making skills.Flexible and able to handle constantly changing priorities.Strong computer skills and fluency in Microsoft Word, Excel, Outlook, and other software systems. Database or CRM experience a plus.Reliable regular transportation.COMPENSATION:
Rate: $68,000.00 - 75,000.00/annual. This amount is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education, and other factors. This range does not include any additional equity, benefits, or other non-monetary compensation which may be included.Institute on Aging reserves the right to revise job descriptions or work hours as required.Institute on Aging is an Equal Opportunity Employer. Institute on Aging is committed to cultivating a diverse and inclusive work environment and providing equal opportunities to all employees and job applicants without regard to age, race, religion, color, national origin, sex, sexual orientation, gender identity, genetic disposition, neuro-diversity, disability, veteran status or any other protected category under federal, state and local law.Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
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The Staffing Manager will be responsible for the scheduling and oversight of IOA’s Home Care Aides. The Staffing Manager will maintain and update scheduling needs with both clients and HCAs. Assistance with information tracking, updating and maintaining various databases, spreadsheets, and other administrative duties as assigned. Individual must possess strong oral and written customer service and communication skills. Candidate must be able to work with a multidisciplinary team.ESSENTIAL JOB FUNCTIONS:
Provide excellent customer service to internal and external customers receiving IOA’s home care services.Organize client cases and schedule the most reliable and appropriately matched Home Care Aides (HCAs) for IOA’s home care clients based on location, time, skills/needs, special requests, etc.Update and coordinate client and HCA schedules to reflect cancellations, rescheduling, logging, addition, or modification in the automated scheduling system.Monitor, evaluate, and report client information to the appropriate personnel, with timely escalation of all urgent matters and complex cases to the Client Services Manager and/or Director of Home Care and Support Services as needed.Investigate all HCA-related complaints and issues along with Client Services Manager, effectively managing any issues or concerns in a professional and timely manner from coaching opportunities, disciplinary action, and termination.Provide paid on-call services after hours, on weekends, and on holidays to support staff and clients in meeting clients’ service needs in an appropriate time frame.Assist in recruiting and screening Home Care Aides who possess strong qualifications and desirable availability.Assist with compliance standards for HCAs as related to acquiring and maintaining current CDL and insurance documentation, annual completion of blood borne pathogen video, annual TB test, and current licensure as needed for CNA or HHA’s.Participate in the orientation process of Home Care Aides as needed.Participate in the payroll process weekly, as it relates to scheduling issues, including verification of HCA shifts, to ensure timely and accurate payroll and billing.Reconcile all payroll and billing issues with accounting to ensure accuracy and positive customer service experience for clients and HCAs.Participate in interdisciplinary team meetings as requested.Maintain client and HCA confidentiality and privacy at all times.IOA staff is on-call during all hours as designated based on the On Call Schedule shared between CSM and Staffing Manager when the offices are closed.Other job-related duties as assigned.SKILLS & QUALIFICATIONS:
At least one year of private duty home care coordination experience preferred.A Bachelor’s degree in Social Work or related field is preferred. One year of Staffing Experience preferred.Medical administrative staffing experience will be considered.At least one year of demonstrated success in a service organization, having met or exceeded specific objectives for productivity or other performance measures.Ability to track a large quantity of information about IOA’s HCAs and to utilize it during scheduling and discussions with the Client Services Manager(s) and other support staff.Ability to work and thrive in a fast-paced, high-pressure environment (both independently and as part of a team).Ability to effectively organize and prioritize tasks.Excellent oral and written communication skills.Excellent multi-tasking skills.Excellent analytical and decision-making skills.Flexible and able to handle constantly changing priorities.Strong computer skills and fluency in Microsoft Word, Excel, Outlook, and other software systems. Database or CRM experience a plus.Reliable regular transportation.COMPENSATION:
Rate: $68,000.00 - 75,000.00/annual. This amount is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education, and other factors. This range does not include any additional equity, benefits, or other non-monetary compensation which may be included.Institute on Aging reserves the right to revise job descriptions or work hours as required.Institute on Aging is an Equal Opportunity Employer. Institute on Aging is committed to cultivating a diverse and inclusive work environment and providing equal opportunities to all employees and job applicants without regard to age, race, religion, color, national origin, sex, sexual orientation, gender identity, genetic disposition, neuro-diversity, disability, veteran status or any other protected category under federal, state and local law.Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
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