Senior Services Director

SUMMARY AND OVERALL OBJECTIVE OF THE JOB:

The Senior Services Director, under the direction and supervision of the Village Administrator, serves as the department head for the Village’s Senior Services Department. The position is responsible for providing strategic leadership and daily operational oversight for department functions, services, and activities within a multi-purpose senior center facility and in the community.

The Director is responsible for planning, organizing, and evaluating department programs and services; managing the senior center facility and associated assets; supervising and developing professional staff and volunteers; overseeing budgets and financial administration; and serving as the primary liaison for community relations and public communications related to senior services. 

The position exercises a high degree of independent judgement and professional discretion while ensuring all department functions align with the Village’s governing structure, ordinances, policies, and directives. This position requires a multifaceted leader who can balance complex municipal government administration with compassionate service delivery, ensuring that the physical, social, and emotional needs of the community’s aging population are met with excellence.

ESSENTIAL FUNCTIONS:

The duties listed below are representative of the work performed. Specific assignments may vary based on Village priorities and available resources. This list is not designed to be a comprehensive listing of all activities, duties, or responsibilities that may be required.

Department Leadership and Administration

• Serve as the Village’s department head for senior services, directing the operations of a multi-purpose senior center and community facility and its programs, including, but not limited to, state-licensed adult day care, nutrition services, and case management services.

• Serve as the primary professional resource to the Village Administrator and Village Board regarding department operations, goals, performance, emerging needs, and strategic planning.

• Ensure department operations and staff practices comply with applicable Village personnel policies, safety requirements, building use regulations, and departmental procedures.

• Maintains current knowledge of trends, best practices, and regulatory changes affecting older adult services and related municipal operations.

• Acts as the Village’s primary liaison to the Oregon Area Council on Aging, a separate 501(c)3 non-profit organization, providing guidance and assistance to its members. As needed, prepare agendas, facilitate monthly meetings, complete filings and reports, and ensure the COA remains informed of operational data, emerging trends, and legislative changes affecting older adults. Collaborate with the COA on its fundraising initiatives to ensure that private donations and grants are strategically aligned with the department’s municipal mission and budget. 

• Collaborate and communicate with other Village departments and department heads to ensure the senior center and its services are aligned and integrated with Village-wide goals, initiatives, and activities. 

Fiscal Management, Budgeting, and Financial Controls

• Develop and draft the department’s annual operating budget and long-range capital needs consistent with Village policies and directives, coordinate budget development with the Village Administrator, Finance Director, and other departments as appropriate.

• Monitor revenues and expenditures to ensure the department remains within approved budget limits; maintain appropriate financial controls, documentation, and recordkeeping.

• Accept responsibility for funds received by the department, ensuring proper handling, documentation, and timely deposit consistent with Village procedures.

• Provide financial data, reconciliations, and supporting documentation for internal review / audits and to ensure transparency and accountability in fiscal operations.

• Oversee the solicitation and administration of private donations to supplement municipal funding, ensuring these resources are used in accordance with donor intent.

Grants, Contracts, and Intergovernmental Cooperation

• Oversee the pursuit, application, administration, compliance, and reporting requirements for applicable federal / state / county / private grants and contracts supporting senior services (including Dane County Purchase of Service funding).

• Coordinate with Dane County and other local governments within the senior center service district to support service delivery standards and fulfill intergovernmental agreement requirements.

• Maintain required programmatic and financial documentation associated with grants, contracts, and intergovernmental arrangements.

Staff and Volunteer Supervision and Workforce Management

• Direct recruitment, hiring, onboarding, scheduling, and supervision of senior services staff. Assign tasks and monitor progress to ensure the efficient, effective, and accountable operation of functions, services, and programs.

• Provide regular performance feedback, coaching, mentoring, and formal evaluations, as applicable; support staff development and maintain a quality-focused, professional workplace culture.

• Approve timesheets, leave requests, and work schedules; ensure appropriate staffing coverage for programs and facility operations.

• Provide oversight of the volunteer program, ensuring the integrity of recruitment, vetting, and training processes. Oversee the development of orientation materials and the integration of volunteers into service delivery.

• Schedule and oversee required staff training to maintain compliance with state licensing and other applicable requirements.

• Develop and implement workplace safety practices and procedures to manage liabilities and risks for staff, participants, volunteers, and the public.

Program Oversight and Service Delivery

• Direct and coordinate department programs and services, including, but not limited to, the adult day program, meal site operations, and case management services.

• Work with staff, vendors, and community partners to plan and deliver social, educational, and wellness activities responsive to community needs.

• Oversee transportation-related service options for older adults within the service district, as applicable.

• Evaluate program participation, performance, and community needs; use feedback and data to adjust services, scheduling, and program design.

• Serve as the licensed Director for the state-licensed adult day care program, ensuring the program meets all state and federal guidelines and remains eligible to receive Medicaid and MCO partnership funding.

• Maintain compliance with applicable licensing standards, required documentation, policies, procedures, inspections, training requirements, and program materials (including participant-facing information and marketing content as appropriate). Respond to licensing reviews and inspections; develop, document, and implement corrective action plans as required to maintain compliance and quality of care.

• Maintain sufficient working knowledge to provide operational back-up for key subordinate functions (e.g., case management, meal site coordination, or adult day program coverage) during unexpected staffing shortages to ensure continuity of essential services.

Communications, Outreach, and Advocacy

• Lead public relations and communications for senior services, including newsletters, social media, articles, presentations, and general outreach to ensure residents understand available programs and how to access them. Coordinate communications with media and community partners as appropriate (e.g., local newspapers, multimedia organizations, and local cable access resources).

• Develop and maintain collaborative relationships with community stakeholders (e.g., schools, civic organizations, faith-based organizations, and healthcare providers) to support awareness, referrals, and program coordination.

• Prepare and administer surveys and other feedback tools for users and non-users to assess service awareness, satisfaction, and unmet needs.

• Represent the Village and older adult service interests in relevant regional discussions, meetings, and hearings; communicate with elected representatives as appropriate regarding issues affecting older adults.

• Maintain the Senior Center’s accreditation standing and participate in relevant professional organizations as required or beneficial.

Facility Operations

• Oversee daily facility operations and long-term facility planning to maintain a safe, accessible, and functional environment for programs, participants, staff, volunteers, and the public.

• Plan and document preventive maintenance activities and long-range facility needs; coordinate with appropriate Village departments / contractors on repairs and capital planning. Direct and coordinate custodial and maintenance staff and contractors; ensure critical building systems (HVAC, electrical, plumbing, safety systems) are operational and maintained.

• Ensure compliance with applicable building codes, safety requirements, and workplace standards; schedule and document required safety drills and related procedures (e.g., fire and tornado drills).

• Develop, maintain, and administer the building use policy, including scheduling and oversight of after-hours use of the facility.

COMPETENCIES

• Technical skills. Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

• Problem solving. Identifies and resolves problems in a timely manner; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

• Project management. Coordinates projects; communicates changes and progress; completes projects on time and budget.

• Customer service. Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

• Interpersonal skills. Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interruption; keeps emotions under control; remains open to others' ideas and tries new things.

• Oral communication. Listens and gets clarification; responds well to questions; participates in meetings.

• Written communication. Writes clearly and informatively; able to read and interpret written information.

• Cost consciousness. Works within approved budgets conserves organizational resources.

• Managing people. Makes self-available to staff; provides regular performance feedback; develops subordinates’ skills and encourages growth; fosters quality focus in others.

• Teamwork. Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

• Diversity. Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.

• Ethics. Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

• Organizational support. Follows policies and procedures; supports organization's goals and values.

• Judgment. Includes appropriate people in decision-making process.

• Motivation. Demonstrates persistence and overcomes obstacles, measures self against standard of excellence.

• Planning/organizing. Use time efficiently; sets goals and objectives.

• Professionalism. Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

• Quality. Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

• Quantity. Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.

• Safety and security. Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

• Adaptability. Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent changes, delays, or unexpected events.

• Attendance / punctuality. Consistently at work and on time, ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

• Dependability. Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

• Initiative. Volunteers readily; undertake self-development activities; asks for and offers help when needed.

• Leadership. Exhibits confidence in self and in others; inspires and motivates others to perform well; effectively influences actions and opinions of others.

SUPERVISORY RESPONSIBILITIES

The position supervises all employees within the department as identified within the Village’s organizational chart. Additionally, the position provides oversight for the department’s volunteer workforce.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee primarily works in a professional office and multi-purpose community center setting with minimal exposure to disagreeable elements. Some outside work and exposure to maintenance or mechanical areas may occur sparingly with rare exposure to hazards or risk of bodily injury, such as exposure to heat and cold extremes, loud noises, vibrations, toxic conditions, odors, dust, and poor ventilation.

The position may interact with irritated, agitated, or cognitively impaired individuals with moderate frequency and rarely interact with hostile or violent individuals.

The position may be able to engage in remote work on occasion with the Village Administrator’s approval, provided that on-site operational and building leadership needs are met.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

This position requires a balance of sedentary administrative work and active facility oversight. While performing the duties of this job, the employee is regularly required to sit for extended periods to perform complex budgetary and administrative tasks using a computer, which requires close vision and the ability to adjust focus.

Beyond office-based work, the Director must engage in regular physical movement throughout the senior center facility to monitor various service areas, including the state-licensed adult day care, meal site operations, and commercial kitchen facilities. This involves frequent standing and walking to conduct facility inspections, ensure food safety compliance, and oversee building systems.

The Director must be capable of exerting up to 50 pounds of force infrequently and up to 25 pounds of force with moderate frequency for tasks such as moving supplies or setting up equipment. The role requires physical and emotional stamina to interact with and redirect individuals who may be cognitively impaired or agitated. This includes providing necessary physical guidance and the ability to safely maneuver assistive devices, such as wheelchairs.

POSITION TYPE AND EXPECTED HOURS OF WORK

The position is full-time and is considered exempt under the Fair Labor Standards Act (FLSA). The employee is expected to work at the senior center facility regularly within normal work hours. Additionally, the Director is expected to attend all evening Village Board meetings to provide departmental updates and professional advice as required. The employee must also be regularly available for other evening or weekend job-related meetings, programs, and events.

TRAVEL

The position requires the following travel commitments to fulfill essential functions. 

Occasional travel within the Village is required to meet with individuals, businesses, civic organizations, and other Village departments or project sites. Infrequent travel outside the Village to other communities within the county or state is necessary to meet with stakeholders and conduct professional networking. Travel is required to attend training, workshops, and conferences to maintain the department's professional standing and re-accreditation. Travel may be required to attend regional meetings to manage grants and ensure service delivery standards.

Must possess and maintain a valid driver’s license. Access to a personal vehicle for business use is required when a Village-owned fleet vehicle is unavailable; mileage will be reimbursed at the standard IRS rate. Ability to safely operate Village-owned vehicles, including light trucks or passenger cars, as needed for travel.

REQUIRED EDUCATION AND EXPERIENCE

• A bachelor’s degree in social work, gerontology, recreation, nursing, public administration, or a related field is required. 

• In accordance with state regulations for adult day care directors, candidates must possess an associate degree or higher in a health-care-related field OR have at least two years of experience in a health-care-related field serving older adults.

• Three to five years of direct supervisory and administrative experience, including significant responsibility for budgetary oversight and personnel management.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other common computer applications, including social media and web-based reporting tools.

• Obtain and maintain a Restaurant Manager Certification within six months of hire to ensure advanced background knowledge of commercial kitchen operations and to provide necessary on-site supervision for meal services.

• Demonstrated experience working with municipal governing bodies and / or non-profit boards.

• Demonstrated ability to interact effectively with the public and to communicate complex information clearly and persuasively, both orally and in writing.

• Possession of a valid driver’s license.

• Any equivalent combination of experience, education, or training that provides the required knowledge, skills, and abilities to perform the essential functions of the job may be considered.

PREFERRED EDUCATION AND EXPERIENCE

• Seven years of related experience in aging services, social services, or municipal administration.

• Five years of direct supervisory or executive management experience.

ADDITIONAL ELIGILITY QUALIFICATIONS

None.

EQUAL OPPORTUNITY STATEMENT

The Village of Oregon provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

OTHER DUTIES

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.