Residence Manager

Job Summary

The Residence Manager is responsible for the day‑to‑day operations of one residential program serving people with developmental disabilities. In conjunction with the Coordinator, the Residence Manager also provides leadership, vision, and direction in client services, program development, fiscal management, regulatory compliance, physical plant management, and program staffing.

Primary Responsibilities and Essential Functions of Position:

• Ensure the residence complies with all applicable regulations and organizational policies and procedures.
• Develop and submit monthly schedules to the Coordinator and DOP, ensuring adequate coverage based on needs and publishing bi‑weekly to staff.
• Complete monthly inventory, purchase necessary food and supplies with approved vendors, reconciling orders with deliveries, signing and sending invoices to central office, and ensuring dietary needs are met.
• Manage the facility’s petty cash, reconciling bi‑weekly and ensuring proper documentation and utilization of funds.
• Document and report incidents promptly, submitting required notifications and reports, including quarterly trends and SCIP forms.
• Develop observation schedules per agency standards, publish and upload schedules and observation forms to SharePoint, and follow up and review observations as they occur.
• Maintain the facility, completing the monthly agency maintenance checklist, conducting daily inspections for cleanliness and hazards, and submitting work orders as needed for repairs.
• Develop fire drill schedules in accordance with regulatory standards, review drills, and ensure appropriate paperwork is processed.
• Implement systems to ensure programs meet and exceed all regulatory standards and that staff follow all state, federal, and Heart Share internal policies. Ensure successful internal Heart Share surveys and OPWDD audits, avoiding 45‑ or 60‑day letters.

• Recruit, hire, and train residential staff per regulations and agency guidelines, partnering with Human Resources for timely feedback and updates.
• Ensure staff receive appropriate certifications/recertifications and recommend training to further develop skills, tracking attendance and completion.
• Conduct staff evaluations and performance reviews per agency policies.
• Manage employee time and attendance, review and approve timecards, vacation, and other requests in Paycom.
• Review Precision Care (Pcare) daily for timely completion and coordinate with the Services Support Coordinator (SSC) team to monitor compliance and prevent DCE over‑use.
• Develop and publish the community inclusion calendar monthly and review inclusion logs weekly.
• Ensure medical and clinical meetings occur as required, scheduling appointments, recording notes, and following up on recommendations.
• Participate and follow up on recommendations from Day Program and Life Plan Meetings.

• Daily check for occurrences, review accuracy, and complete needed follow‑up (notifications, medical follow‑up, etc.).
• Monthly ensure that items needed to close out occurrences are present (investigation summary, statements, etc.).
• Submit items to SRC to address investigator and SRC recommendations and field any questions that arise.
• Submit SCIP forms, trends, and other documents as needed.
• Attend SRC meetings as required to address specific concerns.

• High School Diploma/GED;
  Associate’s degree or higher preferred.
• Minimum two years supervisory experience in a residential program.
• Five years of experience in developmental disabilities or a related field.
• Work varied shifts, including at least one weekend day per work week.

• Paid time off (holidays, vacation in accordance with school calendar, sick, and personal).
• Professional development opportunities.
• Team environment.
• Medical and dental benefits.
• Employer‑paid life insurance.
• Optional insurance (life, disability, etc.).
• 403(b) retirement plan.
• Flexible spending account (dependent care, medical, parking, and transit).
• Employee assistance program.

Heart Share is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves.

For over 150 years, Heart Share has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated. To learn more about Heart Share, please visit our website.