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:

  • Clinician Meetings – Bi-weekly (virtual or in-person)

  • Supervisor Meetings – Weekly (in-person)

  • 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 experience 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.