Program Manager (Mon-Fri 8:30-5:00p with flexibility + on-call)

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Home Life - Job Description

Position: Program Manager

Reports to: Program Coordinator

Program/Division: Residential

Supervises: Assistant Program Manager, Lead DSPs, DSPs

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

Last Revised: 01-2024

Job Summary:

Program Managers oversee the daily operations of their 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, personnel, and finances of the program as well as confidential safekeeping and management of supported individuals’ personal information.

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 a reasonable accommodation) is an essential function of this position.

Knowledge, Education, and Experience

• High school graduate or equivalent required.
• Two or more years of experience working as a care provider or otherwise related role.
• At least 1 year of experience working as a care provider with individuals with Intellectual and Developmental Disabilities.
• At least 1 year of management or supervisory-related experience required.

Skills

• Effective Verbal and Written Communication
• Supervisory
• Technical Skills
• Analytic and Critical Thinking
• Organizational & Time Management
• Problem-Solving
• Coping Skills
• Relational Skills and Teamwork
• Professionalism
• Change & Project Management

Abilities

• Proficiency with Microsoft Office Suite, Outlook, Word, and Excel.
• 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:

• Knowledge of I/DD Individual Support Plan forms and implementation preferred.
• Associate's or Bachelor’s Degree in Human Development, Psychology, or related field preferred

Duties & Responsibilities:

Supervisory Responsibilities

1. Responsible for the direct management and daily operations of the assigned program to ensure that the quality of life is in keeping with Home Life (HL) philosophy and values, policies, and procedures.
2. Be the first link in the chain of command for staff concerns, problems, and grievances.
3. Evaluate and document the performance of program staff routinely. Follow up with disciplinary training in the event that an employee is not performing their job according to acceptable criteria. Give timely, positive feedback verbally or in writing in the event that an employee is meeting or exceeding criteria. Submit all written feedback to the PC.
4. Respond to emergency calls within 15-30 minutes (depending on the needs of the program) when on call.
5. Assist PC in interviewing, hiring, and terminating staff as needed.
6. Coordinate staff schedules, including substitutes, interns, and volunteers, to ensure adequate coverage of the program.
7. Approve requests for time off in accordance with the program as well as agency needs.
8. Review company and personal vehicle mileage logs and ensure all documentation pertaining to company vehicles is complete and current.

General Responsibilities

General Expectations:

1. Ensure that the program is within standards set by applicable OARs.
2. Review and complete company communications daily and communicate with staff, individuals, and the community in a timely and professional manner.
3. Share on-call responsibilities with the management team and provide direct support to supported individuals as needed.
4. Assist program with daily operations of assigned programs to ensure that the quality of life is in keeping with Home Life (HL) philosophy and values, policies, and procedures.
5. Review and approve time off requests and timesheets.
6. Delegate responsibilities among staff so that all required tasks are completed.
7. Coordinate with other programs as needed to execute company events and problem-solve.

Meetings:

1. Attend weekly meetings with your PC and provide reports of program status.
2. Conduct Staff Meetings 2x Monthly.
3. Attend all applicable program agency meetings (staff, management, etc.).
4. Attend ISP, county, and licensing meetings and appointments.
5. Schedule and attend monthly check-in meetings with staff.
6. Facilitate personal meetings with supported individuals as requested.

Documentation:

1. Ensure that all department record systems are maintained at levels that meet required standards and policies.
2. Read all T-Log entries; approve and follow up on all GERs. Communicate with staff and provide follow-up as needed.
3. Review and follow up on weekly quality assurance documentation checks.

Health and Safety:

1. Ensure that medications and health supplies are maintained at an adequate supply level.
2. Schedule and accompany supported individuals to all psychiatrist/ medical appointments and complete all corresponding paperwork.
3. Review the Medication Administration Record weekly and follow up as needed.
4. Update the Medication Administration Records and medication protocols as needed.
5. Ensure that the health and safety of supported individuals and staff are maintained.
6. Supervise staff in the completion of the Health/Safety & Sanitation Checklist.
7. Ensure safety and documentation pertaining to Home Life vehicles are complete, and that any concerns or issues are followed up on.
8. Make sure program fire drills are conducted quarterly, and follow up on any concerns with the program coordinator.
9. Be present and available for quarterly Home Life Safety Walks, should any questions arise.
10. Coordinate repairs and address safety concerns with maintenance and other external vendors.
11. Completes Incident Reports in the event of any workplace injuries, near misses, or other incident types.
12. Administers Drug & Alcohol testing in the event of reasonable suspicion and/or motor vehicle accident.
13. Facilitate nursing plans and coordinate delegation with contracted RN.

Finances:

1. Complete tasks related to ACOH/COH (Accessible/ Cash on Hand) Program Petty Cash, Food Budget, grocery card, etc.
2. Assist supported individuals in managing their finances and other agency benefits to ensure monthly expenses are met.
3. Ensure monthly financial records and reports are completed and submitted to the administration.
4. Submit trip request documentation for supported individuals and staff as needed.
5. Review and approve invoices from contracted vendors.

Training:

1. Assist PC to ensure that all staff are oriented to the program/agency.
2. Train and/or delegate training of new staff, substitutes, interns, and volunteers.
3. Ensure all new hire documentation and program orientation are completed and submitted.

Misc. and Other Duties as Assigned:

• Maintain the program environment to ensure it is safe and orderly.
• Assume additional responsibilities as assigned by the management team.

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 300 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.