Director of Operations - Residential Dementia Group Homes

Description

Job Purpose/Summary 

The Director of Operations is responsible for how Rakhma’s homes run day-to-day. This role ensures that each home is consistently staffed, organized, and operating in a way that supports high-quality, person-centered memory care. 

The Director of Operations leads Home Managers, the Outings Coordinator, and Maintenance, and is accountable for staffing systems, operational consistency, and execution of daily routines, communication, facility upkeep and projects, and home environments across all homes. 

Essential Duties and Responsibilities  

Operational Leadership Across Homes 

1. Ensure each home is running smoothly, consistently, and in alignment with Rakhma’s mission, vision, and values 
2. Identify and resolve operational breakdowns across homes (staffing, routines, environment, communication) 
3. Support Home Managers in maintaining calm, organized, well-functioning, and dementia-friendly homes 
4. Balance consistency across homes while preserving each home’s unique culture and needs 

Staffing Systems and Workforce Stability 

1. Own and improve staffing systems across all homes with support of Human Resources 
2. Ensure reliable scheduling processes and coverage for open shifts 
3. Support Home Managers in monitoring and reducing overtime, temp labor use, and last-minute staffing gaps 
4. Identify patterns and proactively address staffing challenges 
5. Support Home Managers in building strong, stable teams 

Supervision and Development of Home Managers 

1. Directly supervise Home Managers, providing clear expectations, coaching, and accountability 
2. Support Home Managers in prioritization, decision making, and daily leadership 
3. Reinforce consistent use of systems, routines, and expectations across homes 
4. Address performance concerns and support professional development 

Operational Systems and Process Discipline 

1. Establish and reinforce clear systems, routines, and expectations for daily operations 
2. Ensure consistent use of checklists, communication tools, and standard processes 
3. Identify opportunities to simplify and improve how work gets done 
4. Hold teams accountable to agreed-upon processes 

Financial Oversight (Operational) 

1. Monitor operational performance against budget across homes 
2. Track staffing costs, overtime, and other key cost drivers 
3. Review variances and address issues proactively with Home Managers 
4. Partner with the Executive Director on budgeting and financial planning 
5. Ensure operational decisions align with financial sustainability and Rakhma’s mission, vision, and value 

Facilities and Maintenance Oversight 

1. Supervise Maintenance and ensure timely resolution of facility needs 
2. Maintain safe, functional, and welcoming home environments 
3. Coordinate routine upkeep, repairs, and projects 
4. Ensure grant-funded maintenance projects align with deadlines 
5. Provide reporting to Director of Marketing and Development on grant-related projects 
6. Prioritize work based on impact to residents and staff 

Outings and Daily Life Coordination 

1. Supervise the Outings Coordinator 
2. Ensure outings and activities are well coordinated and integrated into daily operations of the homes 
3. Support consistency and quality of resident experience across homes 

Collaboration with Clinical Leadership 

1. Work closely with the Directors of Health Services (DHS) to ensure alignment between operations and clinical care 
2. Support implementation of care plans and clinical policies and expectations by way of strong operational processes and execution 
3. Reinforce accountability when operational issues impact care 

Compliance and Survey Readiness 

1. Responsible for compliance within operational areas, consistent with Rakhma’s distributed compliance model 
2. Ensure systems, practices, and environments are aligned with regulation and support survey readiness across homes 

Requirements

Desired Qualifications 

• 5+ years of leadership experience in healthcare, human services, or a related field 
• Experience in residential care, assisted living, or similar settings required 
• Experience in nonprofit is preferred 
• Demonstrated success managing teams and improving operational performance 
• Experience with staffing systems, scheduling, and workforce management 
• Ability to understand and manage budgets and financial performance 
• Strong organizational, problem-solving, and decision-making skills 

Skills/Abilities  

• Clear, direct communicator who sets expectations and follows through 
• Strong leadership presence with ability to coach and hold accountability 
• Comfortable addressing problems directly and making decisions 
• Able to balance day-to-day problem solving with longer-term improvements 
• High level of organization and attention to detail 
• Ability to remain calm and effective in a fast-paced environment 
• Proficiency with computer software 

Physical Demands 

• Frequent use of standard office equipment (such as telephone, computer, printer and copy machine). 
• Sitting for long periods of time and/or work on feet for long periods of time. 
• Occasional lifting up to 50 pounds. 
• Standing, sitting, walking, bending, stooping and twisting. Frequent full range of motion, manual dexterity and eye-hand coordination. 
• Viewing computer screen for extended periods of time. 
• Driving between homes throughout Twin-Cities area. 

Working Conditions 

• Work is primarily conducted across Rakhma homes and administrative spaces 
• Regular presence in homes is required, aiming for at least 30 hours in person per week.  
• On-call after-hours for certain emergent situations 
• Some evening or weekend availability may be required based on operational needs