Job description

Missionary Sisters of the Sacred Heart of Jesus (MSC)
Guadalupe Province of the Institute of the MSCs

JOB DESCRIPTION

JOB TITLE: Administrator

HIRED BY: MSSH President

REPORTS TO: MSSH President or her designee

DATE: Updated October 1, 2021

SUMMARY STATEMENT:
The administrator of Sacred Heart Convent, NYC – an assisted living convent of retired missionary sisters - is responsible for the management and operation of the Convent in a manner consistent with its Catholic and Cabrinian identity and the directions of the MSSH President or her designee. The Administrator will work in harmony with the Superior of Sacred Heart Convent (SHC) so as to provide for the comprehensive well being of the sisters residing in Sacred Heart Convent. He/she ensures the coordination and harmonious working relationships among the sisters in residence and the staff who care for them, inclusive of coordinating with ArchCare and Family Home Health Care Inc. He/she is responsible for the overall direction, coordination, and evaluation of the dietary, laundry, housekeeping and health care staff and other staff as needed. He/she works in collaboration with the CFO of Guadalupe Province to prepare an annual budget and to maintain budget compliance throughout the year. He/she works in collaboration with the Facility Manager of Parish Property Management, Inc. who provides comprehensive facility management of Sacred Heart Convent. In addition, he/she will maintain communication with the Guadalupe Province Director of Facilities and Properties. He/she carries out supervisory responsibilities in accordance with the organization's policies and employee handbook and applicable laws.
Responsibilities include: financial management in accord with the annual budget; directing staff work; scheduling, hiring/firing and yearly performance appraisals of SHC staff as well as being the onsite contact with Central Staff Services (PEO) for SHC.

FUNCTIONAL RESPONSIBILITIES:
1. In collaboration with the Superior , ensures that Mission values are consistently promoted within the facility and that the spirit, mission and charism of the Missionary Sisters of the Sacred Heart of Jesus are fostered.

2. Reports directly to the MSSH President and/or her designee.

3. Exercises the authority for effective administration and management of Sacred
Heart Convent within the limits of the authority delegated by the MSSH President.

4. Practices financial stewardship through the annual preparation of a budget, the most cost-effective use of resources and by monitoring for budget compliance.

ADMINISTRATIVE RESPONSIBILITIES:

1. Collaborates with the Superior in the day-to-day coordination of house activities, meeting weekly and as needed.

2. Ensures that all sisters are treated confidentially, fairly, kindly and with dignity and respect.

3. Creates and maintains an atmosphere of hospitality, warmth, personal interest and positive emphasis.

4. Responsible for hiring of personnel, annual evaluations, disciplinary actions and terminations of employees under her supervision.

5. Responsible for the development of a program of orientation and in-service for all new employees, inclusive of orientation in mission values and review of the employee handbook.

6. Ensures that fire and safety protocols are reviewed annually with employees.

7. Responsible for employee scheduling. Maintains and updates employee records inclusive of absenteeism, vacation, holidays and sick time.

8. Acts as the on-site contact for Central Staff Services (professional employer organization) and collaborates in providing the necessary information to CSS for new hires, terminations, and other government compliance regulations.

9. Ensures that Family Home Health Care and other outside agencies or health care providers are servicing the health care needs of the sisters.

10. Meets, as necessary, with the MSSH President and/or Designee.

11. Annually reviews policies/procedures with appropriate staff.

12. In collaboration with the MSSH President or her designee and Central Staff Services, develops and updates the employee handbook, policies and procedures inaccordance with federal and New York State Labor Laws and MSC policies.

FINANCIAL RESPONSIBILITIES:
Responsible for all financial activities in collaboration with the Guadalupe Province
CFO or Treasurer. Primary responsibilities include:

1. Responsible for providing to the Guadalupe CFO or Treasurer the information necessary to prepare the annual budget.

2. Fiscal Accountability a. Prepares and/or reviews all invoices prior to their remittance. b. Reviews all the quarterly revenue and expense report for errors and budget compliance monthly. c. Reviews all workman’s compensation claims. d. Monitors and/or completes and submits all health insurance claims and physician billing for the resident Sisters. e. Monitors and/or follows-up on all health insurance claim rejections. f. Reviews and submits payroll timesheets to Guadalupe Province CFO or delegate.

3. In collaboration with the Guadalupe Province CFO and/or Province Director of facilities and property, negotiates all contracts/legal documents which are then signed by either the MSSH President or her designee, CFO or Province Director of facilities and properties. The Administrator does not sign contracts unless given authority to sign.

DIETARY, LAUNDRY/HOUSEKEEPING, MAINTENANCE:

1. Responsible for all purchasing within laundry and housekeeping in collaboration with PPM.

2. Monitors dietary purchases and reviews for budget compliance. Collaborates with the

Superior in the preparation of the daily menu and menu for special events (birthdays, feasts, jubilees).

3. Collaborates with Parish Properties Inc. and The Province Director of Facilities and
Properties for the coordination of maintenance activities, plant management, vehicle maintenance, and equipment service and oversees all purchasing of maintenance equipment and supplies.

4. Works with Parish Properties Inc. in ensuring compliance with any regulatory standards that may affect the facility (building codes, safety regulations, and health standards). This is done in collaboration with the PPM Facility Manager.

COORDINATION OF HEALTH CARE:
1. Fosters quality health care services.

2. Negotiates health care services for the sisters with Family Home Health Care, Inc. and other appropriate healthcare providers (i.e., nursing care, physical therapy, laboratory, medical appointments, etc.). Contract for services signed by MSSH President or her designee.

3. Develops an appropriate Communication and Reporting Protocol with Family Home Health Care, Inc., in particular:

a. Ensures that Family Home health Care, Inc. and all other healthcare/service providers - maintain accurate documentation of care delivered, medications administered, records of testing, diagnostic workups, and current health status as well as all other necessary health related information

b. Collaborates with the nurse from Family Home Health Care, Inc. in the scheduling of all medical appointments, hospitalizations, outpatient visits, and physician visits, communicating and engaging the assistance of the Superior, Adela Jarquin
Soza (CLM/Province employee) and other sisters.

c. Collaborates with Family Home Health Care, Inc. in ensuring that there is an updated medical history for every sister.

4. Coordinates with the MSSH President or her designee, the Superior and theProvince Director of Health in the transferring of sisters into and out of Sacred Heart Convent.

5. Maintains a current file of resident complaints, which indicates action and resolution.

QUALIFICATIONS:

1. Bachelor’s degree required. A Master’s degree preferred.

2. Excellent written and verbal communication skills, problem solving and organization skills, as well as effective human resource skills, e.g., collaboration, team building.

3. Must possess and demonstrate leadership ability, personal integrity, and the ability to prioritize and delegate appropriately and have good organizational and decision- making skills.

4. Has sound knowledge of business operations, including budgets and human resources.

5. Experience in residential living for elders preferred.

6. If a registered nurse or Social Worker, maintains a current license in New York.

7. Must be computer literate and have knowledge of programs in Microsoft Office (Word, Power Point, and Publisher), Adobe Acrobat Reader, and preferably nonprofit Quick books and other current versions of these programs.

8. Will be required to complete a background information disclosure form and a criminal record check upon hiring.

EDUCATIONAL AND PROFESSIONAL ACTIVITIES:

1. Participates in the Guadalupe Province annual assemblies and other Province leadership meetings or mission integration programs provided by the province.

2. Increases knowledge base by participating in programs, seminars, and educational sessions related to eldercare, business and environmental management.

3. Ensures that orientations and in services are provided for continued staff development as appropriate.

WORKING CONDITIONS:

1. Subject to 24 hour on-call

2. Understanding of emergency preparedness and response for the state of NY.

3. May be required to work beyond normal working hours and days.

4. Must be able to plan, organize, evaluate, implement, and interpret programs, goals, objectives, policies and procedures, etc. that are necessary for providing quality care

5. Performs other related duties as required.

UPDATED 11/2022

Job Type: Full-time

Pay: $69,670.00 - $78,667.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 5x8
• Monday to Friday
• On call
• Weekend availability

COVID-19 considerations:
Sacred Heart Convent follow CDC requirements. Staff are tested on a regular basis. Testing is required unless there is a doctor's note stating the staff person should not receive it. All staff are to have a full series of Covid vaccination and boosters.

Ability to commute/relocate:

• New York, NY 10002: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• administrative: 1 year (Required)

Language:

• English (Required)

Work Location: One location

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