Business Office Manager/Operations Director

Position Summary

The Business Office Manager / Operations Director oversees the administrative, financial, and operational functions of a memory and behavioral care community. This role ensures smooth daily operations, regulatory compliance, and strong financial performance while supporting an environment that prioritizes resident safety, dignity, and specialized care. The position serves as a key leader in coordinating business operations, staff support, family communication, and system efficiency within a memory and behavioral care setting.

Key Responsibilities

Business & Financial Management

• Oversee billing, accounts receivable/payable, resident trust accounts, and financial reporting.

• Coordinate admissions paperwork, insurance verification, and move-in/move-out processes.

• Maintain accurate resident records, contracts, and financial documentation in compliance with state and federal regulations.

• Assist with budget development, expense tracking, and cost-control initiatives.

• Coordinate with corporate or regional offices on financial reporting, audits, and compliance tasks.

Operations Oversight

• Ensure efficient daily operations across memory and behavioral care units.

• Manage front office functions, reception, scheduling, and general administrative tasks.

• Oversee supply ordering, purchasing, vendor relationships, and contract management.

• Develop, implement, and monitor operational policies and procedures tailored to behavioral and memory-care needs.

• Coordinate with nursing, activities, maintenance, dietary, and social services to ensure seamless workflow.

Regulatory & Compliance Support

• Support compliance with state licensing, health department regulations, dementia-care requirements, and behavioral-care guidelines.

• Prepare and maintain documentation needed for surveys, inspections, and audits.

• Assist with quality assurance programs, risk management, incident reporting, and safety procedures.

• Ensure confidentiality and secure management of sensitive records.

Staff & Team Support

• Assist with onboarding, orientation, and administrative training for new staff.

• Support staffing schedules, timekeeping, and HR-related processes as assigned.

• Promote a positive, collaborative culture aligned with memory-care best practices.

• Serve as a resource for staff regarding procedures, documentation, and communication expectations.

Resident & Family Relations

• Serve as a professional point of contact for resident and family questions related to billing, admissions, scheduling, and administrative matters.

• Communicate clearly and compassionately with families navigating dementia, behavioral changes, or care transitions.

• Participate in care conferences and support family education on care processes, facility policies, and financial responsibilities.

Memory & Behavioral Care Specialty

• Maintain understanding of dementia progression, behavioral triggers, and trauma-informed care principles to support operational decisions.

• Ensure the environment and systems support resident safety, engagement, and behavioral stability.

• Collaborate with clinical leadership to align operations with resident cognitive and behavioral needs.

Qualifications

• Associate’s or Bachelor’s degree in Business, Healthcare Administration, or related field preferred.

• Experience in senior living, memory care, long-term care, or behavioral health required or strongly preferred.

• Prior experience in office management, operations, or business administration.

• Knowledge of dementia care practices, behavioral health protocols, and regulatory standards.

• Strong financial, organizational, and problem-solving skills.

• Exceptional communication, customer-service, and conflict-resolution abilities.

• Proficiency in EMR systems, billing platforms, and Microsoft Office Suite.

• Ability to work collaboratively in a multidisciplinary and high-acuity care environment.