Program Manager I, Home Visiting

POSITION: Program Manager I, Home Visiting (N160)
DEPARTMENT: Community Wellness
RERORTS TO: Senior Program Manager, Comprehensive Perinatal Services Program
LOCATION: 3124 International Blvd. Oakland, CA 94601
Native American Health Center (NAHC)
WORK HOURS: Full Time, 40 hours per week, 100% FTE
STATUS: Non-Union, Exempt

POSITION SUMMARY
The Community Wellness Department’s program goals include maximizing the quality of the member experience and clinical outcomes. This is achieved through an integrated, team-oriented, strengths-based holistic healthcare approach. CWD incorporates prevention, community engagement, cultural competence, and behavioral health treatment integration, with a particular focus on the local urban Native American community. This approach allows staff and trainees to develop their skills and creates an environment conducive to professional growth and intercultural proficiency.

The Home Visiting Program Manager I, will provide management, support, and implementation of grants within the Community Wellness Department across multiple programs and includes supervision of staff members to execute a scope of work. The incumbent plays the primary role in the development and implementation of programming to ensure the attainment of successful internal and grant outcomes, including improved community access, system navigation, program sustainability, and integration of services.
The Program Manager I, will be responsible for supervision, leadership, and guidance to the CWD team at their assigned program. This might also include the direction of volunteers and interns, financial management, event planning and oversight, community engagement and participation through advisory committee facilitation, building community partnerships, and site management responsibilities.

The Program Manager is responsible for supporting Strong Families Home Visiting Program and the expansion of the Comprehensive Perinatal Services Program (CPSP) within the Strong Families Home Visiting Program. This role includes day-to-day program management, staff supervision, and assistance in monitoring grant and evaluation deliverables

The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).

DUTIES AND RESPONSIBILITIES
PROGRAM MANAGEMENT
1. Provide project direction, including budget oversight, implementation reporting, sustainability, and evaluation support.
2. Spend an expected 40% of clinical hours per week on direct service-related activities (for example, service provision, calls for appointments, referral services, Care Coordination, and outreach activities).
3. Utilize EPIC to ensure all records are complete, scan documents into the EHR promptly, and provide copies of records to external organizations (e.g., hospitals, specialists) as needed.
4. Responsible for envisioning and facilitating the development of a program team, articulating its goals and strategy, and reporting on its outputs.
5. Communicate and collaborate with senior stakeholders to integrate and align CWD services across other NAHC departments and ensure compliance with department, agency, and funding agency regulations.
6. Analyze and improve workflow processes for the program. Recommend program improvements and implement changes.
7. Manage administrative functions related to Strong Families and CPSP, with the support of the SFHV Senior Program Manager, Comprehensive Perinatal Service and CWD Site Director.
8. Adhere to NAHC administrative policy and procedures for check requisitions, travel requisitions, petty cash, etc.
9. Coordinate project staff through regular meetings and communications.
10. Proactively plan for audits, site visits, and reporting. Review audit agenda and materials, collect necessary documents, and collate information in a presentable manner.
11. Provide coaching, mentorship and training opportunities to staff within your program area on an ongoing and regular basis. Ensure staff stay abreast of latest trends and best practices.
12. Address performance issues with staff in a proactive manner consistent with NAHC policy and procedures. Provide training opportunities and corrective actions to improve performance and build staff capacity.
13. Ensure meaningful participation by family, youth, and community members in prevention and evaluation processes via design, interpretation, and dissemination of findings.
14. Represent the program in meetings, task forces, and partner collaborations.
15. Work in concert with Research and Evaluation team to ensure that all required data strategies, collection, and documentation of program objectives and outcomes occur.
16. Work in concert with the Communications Team to ensure the social media and outreach strategy objectives are met. Develop compelling campaigns to further expand and promote services and visibility.
17. Responsible for promoting community events, groups, and other activities across multiple sites, across NAHC, and at outreach events.
18. Responsible for timely and accurate reporting and documentation of community events, groups, and program activities for regular reports to leadership and funders.
19. Coordinate activities with collaborating agencies involved in federal, state, and local projects and workgroups aimed at policy change in community health.
20. Work with supervisor on analysis and improvement of workflow processes for the grant, analysis of staffing structure, making recommendations for program improvements and implementing changes.

GRANT ADMINISTRATION
1. Implement and manage a grant program(s), including budget oversight, implementation reporting, sustainability and evaluation support.
2. Demonstrate understanding of grant deliverables, timelines, allowable expenses, funding requirements and staff capacity; make decisions accordingly.
3. Responsible for meeting project objectives, reporting and other compliance requirements.
4. Work with the CWD Program Administrator to ensure grant and contract compliance.
5. In conjunction with supervisor, ensure contract project budgets for the grant are managed in compliance with funders and agency guidelines.
6. Lead and facilitate a monthly project status meeting with key grant stakeholders to communicate client outcomes, discuss communication plans, review program timeline and performance, raise new quality improvement (QI) initiatives, monitor confidentiality and security and address changes in access/use/outcome disparities within the sub- population.
7. Identify and ensure the incorporation of culturally appropriate evidence-based practices.
8. Assist with post award annual reporting (such as renewals, continuations and carryovers), participate in relevant committees, and submit monthly Board of Director reports.
9. Maintain regular communications with funding agencies through e-mail, telephone calls, and written reports.

STAFF: SUPERVISION, TRAINING, REPRESENTATION & COLLABORATION
1. Responsible for supervision, mentorship, leadership, and guidance to staff members on the Community Wellness Department team through supervision.
2. Attend required ongoing Program Manager and Supervision meetings
3. Must process and submit timesheets for hourly staff on a regular basis and document and track annual requirements for direct reports

GENERAL DUTIES
4. Member Care: Demonstrate understanding and apply working knowledge of safety policies and ensuring safe member practices.
5. Quality Improvement: Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.
6. Resolve staffing issues and facilitate conflict resolution for staff under direct supervision.
7. Hire, discipline, evaluate and terminate staff in coordination with the Human Resources department.
8. Foster a team environment to effectively lead and retain your staff. Provide opportunities for staff to grow and develop new skills.
9. Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
10. Safety: Responsible for ensuring that all duties, responsibilities and operations are performed with the utmost regard for the safety and health of all personnel involved, including themselves.
11. Safety: Take appropriate corrective actions to address matters pertaining to employee health and safety that have been brought to their attention.
12. HIPAA: Keep all protected health information (PHI) confidential and abide by HIPAA guidelines for the release and disclosure of any PHI. Will report unauthorized use of disclosure of PHI immediately, to Site Director and HIPAA security officer.
13. HIPAA: Ensure the protection of all PHI and compliance of HIPAA guidelines amongst staff under your supervision. Take appropriate steps to address HIPAA concerns with staff as necessary.
14. Works extremely well under pressure, meets multiple and often competing deadlines.
15. At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
16. Other duties as assigned by Supervisor or CWD Site Director.