Director of Operations

Position Overview:
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.

Key Responsibilities:

Leadership & Operations

 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.

Recruitment, Retention & Onboarding

 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.

Compliance & Quality Assurance

 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).

Client Management

 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.

Documentation & Reporting

 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.

Meetings & Community Involvement

 Schedule and facilitate regular internal meetings:
o Clinician Meetings – Bi-weekly (virtual or in-person)
o Supervisor Meetings – Weekly (in-person)
o 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.

Team Management & Supervision

 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.

Administrative Oversight

 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.

Strategic Growth & Innovation

 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.

Minimum Qualifications:
 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.