Assistant Program Manager (Tues-Sat 8:00a-4:00p + on-call)

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Home Life - Job Description

Position: Assistant Program Manager

Reports to: Program Manager

Program/Division: Residential

Supervises: N/A

Pay Classification: Exempt (Salaried, not eligible for overtime)

Last Revised: 06-2025

Job Summary:

Assistant Program Managers assist in overseeing the daily operations of the assigned program to ensure the quality of services provided to supported individuals within the program. This includes, but is not limited to, managing the schedule, payroll, and finances of the program, as well as the confidential safekeeping and management of the personal information of supported individuals.

Minimum Qualifications:

Eligibility for Employment

● Ability to pass an initial criminal history check from the Department of Human Services Criminal Records Unit and recheck every 2 years thereafter.

● Be a citizen of the United States or legally able to work in the United States

● Must be at least eighteen years old and hold a current driving license, insurance, and a good driving record.

● Ability to complete required training and annual training thereafter.

● The ability to maintain regular attendance and to perform tasks outlined in this description (with or without reasonable accommodation) is an essential function of this position.

Knowledge, Education, and Experience

● High school graduate or equivalent required.

● At least one year of experience working as a care provider, preferably with individuals with Intellectual and Developmental Disabilities.

Skills

● Effective Verbal and Written Communication

● Technical Skills

● Supervisory

● Organizational & Time Management

● Problem Solving

● Coping Skills

● Relational Skills and Teamwork

● Professionalism

Abilities

● Be literate and capable of understanding written and oral orders.

● Proficiency with Microsoft Office Suite, Outlook, Word, and Excel.

● Ability to perform intermediate computer operations such as Google Suite and Therap.

● Ability to work with diverse populations.

● Demonstrate an ability to establish good working relationships with any and all internal and external

stakeholders, including the admin and management teams, fellow staff, Board Members, volunteers, and

supported individuals.

● Demonstrate an active commitment to the Mission Statement and values of Home Life.

● Ability to model and educate on Home Life values and expectations to co-workers and new employees.

● Act as a role model by treating all people with warmth, empathy, and genuineness with respect and

sensitivity for their privacy, rights, culture, ethnicity, religion, and lifestyle differences.

Preferred Qualifications:

● Associate's Degree in Human Development, Psychology, or related field preferred

● 6 months of prior management or supervisory-related experience preferred.

● Knowledge of I/DD Individual Support Plan forms and implementation preferred.

Duties & Responsibilities:

General Responsibilities

Overall Expectations:

1. Report directly to the Program Manager (PM); adhere to all policies, rules, and procedures of Home Life and Oregon Administrative Rules (OAR).

2. Ensure that working hours are accurately documented.

3. Understand the requirements of maintaining confidentiality and safeguarding individual information.

4. Work as a team with the other support staff in the program to ensure the best quality of services are provided to our supported individuals.

5. Ensure that all pertinent information regarding individual supported individuals, major issues, or the program is communicated to other staff or supervisors as needed. Please note: all agency and supported individual coordination of information (e.g., parents, vocational, Mental Health, etc.) will be done by the Program Manager. Assistant Program Managers may communicate with vocational programs, family members, and DSPs as needed to coordinate schedules.

6. Ensure that all household supplies/equipment are available and in good working order, and ensure that all routine yard maintenance responsibilities are met as assigned by the Program Manager.

7. Attend and participate in staff meetings unless excused by the Program Manager, and attend all required training as assigned by the Program Manager or Training Coordinator.

8. Review and complete company communications daily and communicate with staff, individuals, and the community in a timely and professional manner.

9. Effectively navigate escalated situations or emergencies while keeping yourself and supported individuals safe.

10. Set and maintain healthy, appropriate boundaries among coworkers and supported individuals.

11. Follow the NADSP (National Alliance of Direct Support Professionals) Code of Ethics.

12. Assume additional responsibilities as assigned by the management team.

Health and Safety:

1. Follow the supported individual’s support plan(s) and protocols as outlined by the Individual Support Plan (ISP) team.

2. Complete General Event Reports (GER) and Therap progress notes (Tlogs) in accordance with directives and training.

3. Conduct and document quarterly fire drills and ensure the Program Manager is made aware of any problems that arise on supported individual evacuation, e.g., failure to evacuate within a reasonable amount of time.

4. Ensure that nutritionally balanced meals are prepared by/with supported individuals and are available to supported individuals in accordance with written menus.

5. Respond appropriately to the posted Emergency Preparedness Plan and On Call Procedures.

6. Ensure that the Safety & Sanitation Checklist is completed as assigned

7. Ensure that supported individual medications are administered as prescribed and that Medication Administration Records (MARs) are maintained according to Home Life procedures.

8. Staff leaving a shift will communicate all pertinent information (including, but not limited to: medication administration, behavioral concerns, and appointments) to staff coming on shift, based on the protocols and needs of each program.

9. Ensure that supported individual medical records are reviewed and updated.

10. Ensure that all supported individual medical needs are met and documented as assigned by the House Manager. (e.g., renewing prescriptions, making appointments, etc.)

Finances:

1. Ensure that the supported individual's money is locked/safeguarded at all times while on duty.

2. Ensure that the funds that are accessible and on hand match the ledger.

3. Ensure that itemized receipts are kept for expenses incurred by supported individuals and/or staff

4. Communicate with management if a supported individual has a larger expenditure.

5. Complete money counts during shift changes.

Advocacy:

1. Read, ensure understanding, and continually follow supported individuals’ ISP and PBSP (as applicable).

2. Daily and scheduled support needs for ADLs and IADLs.

3. Assist supported individuals in understanding their rights, responsibilities, and freedoms in an effort to facilitate individual independence.

4. Be present with, attentive to, and assist each supported individual to use a positive person-centered approach. Supported individuals should be treated with dignity and respect and be involved in decision-making that affects their lives.

5. Use the least intrusive supportive services to assist and encourage supported individuals to live as independently as possible within a safe, healthy environment that fosters growth with the understanding that they have many capabilities, are valuable, and can contribute to the community.

6. Ensure that all supported individuals’ needs and routines are met as outlined in their ISP and assigned by the Program Manager.

7. Assist supported individuals in identifying and communicating their preferences and needs, and encourage active participation in their household. This will entail assisting them with household responsibilities whenever possible, personally performing some duties, and ensuring the home remains neat, clean, and order-free with the individuals' involvement.

8. Assist supported individuals in developing and maintaining positive relationships in the community; model and teach safety and appropriate social skills.

9. Record and collect necessary data to support the Individual Support Plan and Positive Behavior Support Plans each shift, and assist supported individuals in informed choice; follow the Home and Community Based Setting (HCBS) rights.

Assistant Program Manager (APM) Responsibilities:

1. Be the first link in the chain of command for staff concerns and problems when other management is not available.

2. Be part of the on-call rotation and follow on-call expectations, which include answering calls within 30 minutes and being within 1 hour of the program.

3. Delegate responsibilities/work assignments among staff to ensure DSPs are staying on task throughout the day and required tasks are being completed.

4. Attend and assist PM with monthly staff meetings. Attend monthly team meetings and other meetings as requested by management. This may include ISP and monthly monitoring visits.

5. Meet weekly with the PM to plan scheduling and provide reports of program status.

6. Assist PM to ensure that medication and health supplies are maintained at an adequate supply.

7. Ensure all medications are current and the med cabinet is clean and orderly. Assist PM with the monthly medication cycle fill when needed.

8. Review MAR when on shift for accuracy and completeness. Report errors or concerns to the PM.

9. Assist PM with updates to MAR and medication protocols as needed.

10. Review and monitor documentation within Therap to ensure compliance.

11. Coordinate activities, including community activities, with the Lead DSP to ensure supported individuals are meeting their ISP goals

12. Assist PM to ensure that ISP goals are being met and properly documented.

13. Assist Lead and PM with training and mentoring new employees as outlined in training documents.

14. Assist PM in ensuring all new hire documentation and program orientations are completed and submitted.

15. Assist PM with ensuring that all staff in the program receive adequate in-service training and maintain their certifications and required training.

16. Assist the Lead in the completion of the safety and sanitation checklist.

17. Assist with conducting and documenting quarterly fire drills.

18. Assist PM with scheduling and/or accompanying supported individuals to psychiatrist/medical appointments and completing corresponding paperwork.

19. Assist PM with tasks related to supported individuals' accessible cash on hand. Assist PM with an individual’s cash on hand when requested by Program Coordinator (PC) or Services Director (SD).

20. Assist PM with tasks related to the program's petty cash, grocery cards, and other program finances.

21. Assist PM with the approval of timesheets when assigned by the PC or SD.

22. Assist in ensuring that the health and safety of the supported individuals and staff are maintained. This includes routine house and/or yard maintenance when assigned by the PM.

23. Assist PM to maintain effective communication regarding the program with parents/guardians and people served. Inform parents/guardians as appropriate, regarding medical, behavioral, and other concerns in a timely manner while maintaining confidentiality.

24. Assist PM with DSP interviews when requested.

25. Assist Lead and PM with menus and grocery shopping.

26. Approve GERs when PM is not available.

27. Regularly communicate with the PM regarding any program, supported individual, or staffing concerns. This includes giving updates to the PM after being on call.

Physical Demands/Working Conditions:

● The physical effort typically required in this job includes but is not limited to, lifting up to 110 lbs., transferring with supported individual assistance up to 250 lbs., pulling, reaching, repositioning, carrying, pushing, keying/typing, applying physical holds (as per Oregon Intervention System OIS instruction), and other duties as needed with or without reasonable accommodation.