The Program Manager is a key associate at Hope Network whose primary responsibilities include: Oversight and overall management of one or more Hope Network Residential homes. Hire, train, coach and mentor direct care staff so that consumers receive care consistent with their personal plans and goals. Responsible to ensure that facilities and residential services meet applicable licensing rules, accreditation standards, and contract/ funder requirements. Meet performance targets set by leadership team related to service provision, quality assurance, and fiscal viability. Plan, organize, and direct service provision, protect the rights off persons served, develop and maintain budgets, allocate resources, and assess and document the progress of persons served.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
This is not intended to be an exhaustive listing of job functions. This job description in no way states or implies that these are the only duties to be performed by this employee. The employee is required to follow any other instructions and to perform any other duties as assigned by management.
1. Regular and predictable attendance is an essential requirement of this position.
2. Manage the program in a manner consistent with Hope Network’s mission, policies, and compliance with standards established by Hope Network, our funders, CARF and all licensing and accreditation standards.
3. On-call twenty-four hours each day, seven days each week and is able to respond in emergency situations.
4. Responsible for interviewing, training and orientating recommended program applicants for hire.
5. Responsible for developing and retaining staff through performance reviews, discipline, development activities and formal and informal training in accordance with Hope Network’s Employee Handbook. Respond to staff needs and questions. Be a role model for good morale and promote positive work relationships
6. Provide leadership to residential staff on clinical, staff and programmatic issues. Hold regular staff meetings and utilize communication log to ensure appropriate flow of information.
7. Proactively work toward maintaining the highest level of care and quality for consumers:
a. Implement established procedures to address routine issues as well as crisis management.
b. Review consumer’s plans on a regular basis and provide on-the-job coaching to staff implementing the plan. Attend and advocate for consumer at PCP meetings.
c. Ensure that residential teams are properly trained and that opportunities are available for ongoing development through training and staff meetings
d. Review all incident reports, sign off and forward to agency designee. Review IRs and corrective action with staff and/or provide training to prevent re-occurrence.
8. Provide leadership, support and direction to staff through:
a. Communicating essential information to staff and soliciting feedback/input from staff;
b. Responding/following up on all the concerns/questions of the staff;
c. Chairing the monthly staff meeting in-house
d. Participate in monthly management meeting and any other meetings deemed necessary.
e. Promote and encourage staff participation and attendance for corporate functions.
f. Participate and work as backup to support during times of crisis or lack of staff.
9. Maintain staffing levels in accordance with required ratios. Monitor and validate employee time clock/timesheet for processing. Track hours used in the program to ensure staff have sufficient hours based on their status and that overtime costs are kept to a minimum. Post schedule a minimum of two weeks in advance
10. Develop and maintain positive, working relationships with external funders, licensing and accreditation bodies, parents and guardians.
11. Submit all paperwork/records pertaining to home(s) correctly and submitted in timely manner. This includes but is not limited to budgets, invoices, licensing and accreditation standards, recipient rights and corrective actions.
12. Responsible for safety
a. Training, promoting and monitoring safety programs
b. Conduct fire, safety, and tornado drills according to requirements
c. Participate in scheduled safety meetings
d. Implementing emergency evacuation procedures
13. Fully responsible for all aspects of daily operations and maintenance of functions including, but not limited to: vehicle and home maintenance
14. Ensure safe transportation services, vehicle maintenance and efficient use of staff and vehicle resources, as well as appropriate documentation.
15. Must be able to communicate needs and concerns as a liaison between Hope Network and its contracting agencies.
16. Complete monthly billing for processing and maintain petty cash funds according to standard policies and procedures
17. Maintain program spending and track monthly Financial Reports to ensure accuracy and assure program compliance.
18. Promote full community inclusion of residents through a wide range of individual and small group community-based activities.
19. Maintain quality assurance protocols evidenced by: facility records audit, physical facility audit, facility vehicle audit, resident chart audit, claims verification audit, and external audits. In-service personnel around compliance requirements specific to service area and client related documentation.
20. Performs any other function deemed appropriate and assigned by the supervisor.
Educational / Talent Requirements:
1. Bachelor’s Degree in a related area or equivalent employment experience may be considered in lieu of a degree with a minimum of 3 years field work, preferably in management.
2. Demonstrated ability to communicate in verbal and written formats to meet position requirements.
3. Demonstrated ability to select, train, coach, and manage a diverse team and hold them accountable to internal and external standards.
4. Ability to articulate and actively support the mission of the corporation to various audiences.
Work Experience Requirements:
1. At least one year prior employment experience in a human service area or business field with supervisory responsibilities preferred.
2. Prior employment experience in staff supervision and residential care preferred.
3. Prior experience in a mental health or rehabilitation setting preferred.
4. Ability to schedule/plan work in advance and set effective and realistic timelines to meet goals.
5. Knowledge of or ability to learn, the use of technological advances that include, but is not limited to: Microsoft Office Suite (Word, Excel, PowerPoint), Internet, fax/copy machines, cell phones, etc.
6. Maintain a valid motor vehicle operator license with driving records acceptable according to Hope Network policy.
Ability to work independently with flexible hours including occasional nights, holidays or weekends to ensure highest level of care for persons served.