The posting
Job Description
Job Title: Program Manager Float
Department: Community Living
Reports To: Sr. Vice President of Community Living
Supervises: Remote Support Services Team Members
FLSA: Exempt
SUMMARY
The Program Manager Float is a critical team member in the Community Living Department. Their primary responsibilities include the continued development of LU’s Remote Support Services, providing oversight and support to the Remote Support DSPs and working with the Intake Department to coordinate services for new individuals served moving into the Community Living Department. The caseload assigned to the Program Manager Float will fluctuate and is based on the needs of the department and new individual(s) moving into Community Living program. The Program Manager Float position will typically have a lighter caseload than other Program Managers. In place of a typical caseload of individuals, the Program Manager Float will also be assigned Program Manager tasks or functions to complete. However, the Program Manager Float will be responsible for covering any PM vacancies and will be responsible for the operations of the home until a new Program Manager is hired and trained to ensure a smooth transition.
BASIC FUNCTIONS AND GENERAL RESPONSIBILITIES:
QUALITY- Ensure expectational quality
• Responsible for ensuring the Community Living Department functions with the highest quality standards.
• Establish and maintain professional working relationships with all stakeholders.
A. Develop a positive working relationship with the CL individuals served, guardians, and Service Coordinators
B. Develop a collaborative working relationship with the Remote Support DSPs, CL Program Managers and Directors as well as other departments and programs within LU.
• Provides general protective oversight through Remote Support by working with the Remote Support DSPs monitoring systems and sensor alerts.
A. Must be willing to remain familiar with the latest devices available through assistive technology that can support individuals and their activities of daily living
i. Ability to adequately utilize technological devices necessary for promoting remotes supports or other assistive technology devices.
ii. Ability to provide 1:1 remote support coaching, upon request or as directed by the individuals support plan.
• Collaborates with Community Living Program Manager(s) to develop action plans that focus on improving the quality and efficiency of services provided to the individuals served.
A. Responsible for stepping in and acting as Program Manager when there are PM vacancies (refer to PM Job Description).
• Responsible for Person Centered Planning process for assigned caseload.
A. Advocate for the individuals served regarding their interests, hopes, and dreams are addressed in their ISP or Addendum.
i. Be an active member of the individual served team by participating in team meetings and ensure the information provided is supported by data.
ii. Support the program teams with effective training in the implementation of the ISP, ISP Goals, Crisis Plans, and Behavioral Support Plan.
iii. Ability to create and implement ISP Goals utilizing the LU Meaningful Day Curriculum.
iv. Responsible for supporting staff in following proper procedures for reporting daily documentation into electronic client records management system.
B. Ensures documentation is compliant will all applicable laws, rules and regulations.
C. Create individuals’ files and electronic records for new resident(s) to ensure all requirements are met.
i. Ensure confidential and health related records are kept secured.
ii. Collaborating with the Intake and Health Team with scheduling medical appointments and ensuring appointments are available in Therap.
iii. Works with team(s) to ensure documentation of medical appointments, treatment plans, progress on health-related goals and recommendations from RN is completed according to policy and procedural timelines.
D. Complete Monthly Summaries to report the progress the individuals served are making towards their goals to their Service Coordinator.
i. Review shift notes weekly to ensure documentation is completed timely and individuals are making progress towards goals.
GROWTH- Lead program growth, expansion, and improved efficiency.
• Meet strategic planning goals, objectives, and outcome measures for the caseload under their supervision.
• Collaborate with Sr. VP of Community Living develop metrics for the growth of the Remote Support Services.
A. Provide passive remote support for up to 16 individuals at a time, per DSP caseload
B. Work with the CL program Managers and Directors regarding Remote Support opportunities for their caseload.
• Works closely with the Sr. Program Director and Intake Team regarding new locations preparing to open.
A. Works with Intake Manager(s) on site development, roommate matching, and individual budget creation, to ensure a smooth transition to community living services.
B. Collaborate with the Recruiting and Training Team to ensure adequate staffing (as per Staffing Pattern) is available prior to the opening of the new residential location.
C. Work with and train new team members (Program Managers included) on the basic functions of the home, which includes but is not limited to individuals’ goals, specific needs for the individuals served, guardians’ goals for their individuals, expectations for the home.
ii. Ensure staff is trained and home is prepared for transition within 90 days of opening.
iii. Conducts weekly visits to homes on assigned caseload for Quality Assurance observation and structured feedback which includes but is not limited to financial audits, staff training, and face-to-face visits with individuals served until home is transitioned.
FINANCIAL STRENGTH- Makes strong financial decisions.
• Must be independent when completing an ISL budget, Staffing Pattern and reporting staffing variances to the Program Director.
A. Provide ISL budget training for the new Program Manager and on-going support as needed.
i. Assist new Program Manager with collaborating with Life Unlimited Finance Department to ensure Master Schedule and Payroll System matches approved staffing patterns
ii. Assist new Program Manager with understanding the need to maintain the correct number of staff needed by the ISL Staffing Pattern or DMH Ratios.
iii. Assist new Program Manager with learning and reporting staffing pattern variances.
iv. Teach new Program Manager(s) the process on how to request an increase or decrease in services.
• Provides weekly oversight on all finance accounts/ledgers and ensures funds are accounted for according to agency policy.
A. Work with Team Supervisor’s to ensure receipts for purchases and individual paystubs are maintained as per agency policies and practices.
• Work with Team Supervisor and finance department to ensure all NAFS funds are allocated appropriately.
TEAM BUILDING & SUPERVISION – Ensure all programs are adequately staffed and all team members are well trained and supported in their position.
• Responsible for ensuring new Program Managers are trained and ready to take responsibility for their caseload.
• Provider 24-hour on-call support to new Program Managers and or Team Supervisor(s) to assist with addressing individual and staffing emergencies. When unable to provide this support due to PTO, ensure team is notified of the temporary coverage providing this support.
A. Communicate any change in functioning, health status, or behavior to members of the program team, including caseloads director
B. Will work a direct care shift at least six (6) times per year. Must work at least once per year in all homes on assigned caseload.
• Responsible for Program Manager training on facilitating monthly House and Staff Meetings for caseload.
• Support Team Supervisors in training of new hires at individuals’ homes on assigned caseloads.
A. Support Team Supervisors in providing performance feedback and corrective action.
C. Support Team Supervisors and the payroll department in the payroll approving process.
• Anticipate staffing needs and work with Human Resources to create a strategy for reducing overtime and turnover.
A. Works with Human Resources and Community Living team to ensure correct hiring processes and personnel policies are followed
B. Works with Teams to identify strategies to reduce overtime for locations where staff are scheduled for over 20-hours per week of overtime.
COMMUNICATION – Foster strong communication within and between all programs and the overall organization.
• Ensure information is relayed throughout all levels of programs in a way that builds team, and all team members receive the information needed.
• Establish and maintain close working relationship with all stakeholders, including families/guardians, funders, and referral agencies, and solicit regular feedback for quality improvement. Call guardians/important persons quarterly for a quality/satisfaction check.
Document concerns and ensure a plan of action to address concerns is created and completed timely. Communicate resolution of concerns back to guardian/important persons. • Responsible for timely and ongoing communication with Life Unlimited Inc. teams.
• Interact in a professional manner with agency staff and internal/external stakeholders, funding/referral agency representatives to promote high quality care for all individuals.
• Maintains open and consistent communication with individuals, families/guardians, other health-care providers and regulatory oversight agencies (DMH, DHSS, etc.).
• Ensure individuals and guardians are satisfied with their services and are introduced to new Program Manager prior to 90-day transition.
• All Other Duties as Assigned
ORGANIZATIONAL RESPONSIBILITIES:
• Demonstrate Life Unlimited’s Core Values in daily work:
A. Use resources efficiently and follow through on all tasks (Responsible)
B. Communicate openly with team members, supervisors, and individuals served (Open)
C. Be accountable for your role, actions, and supporting team goals (Accountable)
D. Treat all individuals with dignity and respect in every interaction (Respectful)
E. Prioritize the needs of the people we serve and the success of the team (Selfless)
• Protects the rights of all individuals:
A. Is knowledgeable about the rights of people with intellectual/developmental disabilities.
B. Respects and advocates for the capabilities, dignity and rights of each individual and files report of any human rights violation immediately.
C. Understands that all forms of abuse, neglect, and exploitation are unacceptable. Reports any observation or suspicion of abuse or neglect to a member of administration.
CORE COMPENTENCIES:
• Must possess good communication skills both orally and in written form and the ability to effectively and efficiently use computers or mobile devices to input, access, modify, or output information. This includes the ability to quickly access, store and retrieve data.
• Must have a desire to manage a team of staff supporting individuals with developmental disabilities and advocate for them in any possible way.
• Must possess self-motivation, initiative and independence to work without direct supervision.
• Must be flexible, reliable, and dependable.
• Must be able to manage and embrace change, look for ways to improve own performance and accept feedback.
• Must be willing to accept challenges of a 24-hour support system.
• Ability to plan and prioritize meeting deadlines.
• Must be willing to perform duties that are assigned outside of this job description
Physical Expectations
This position requires extended periods of walking and standing with some periods of sitting – depending on the needs and activities of the individuals supported. It may require light to heavy lifting and occasional stooping, kneeling, bending, and/or climbing stairs again depending on the needs of the individual supported. The position will require occasional physical intervention if confronted by a person displaying combative or potentially dangerous behavior.
Working Conditions
Office/home environment with noises from appliances, office equipment, and facility/maintenance team. May be exposed to blood borne pathogens and/or infectious diseases.
May be expected to work 5 days per week in the office.
QUALIFICATIONS
• Bachelor’s Degree in position related field or 5 years’ experience in the field of developmental disability services, preferably with supervisory experience.
• Must obtain and maintain training and certification in all required areas such as
Abuse/Neglect, CPR, First Aid, Level I Medication Administration, Positive Behavior
Supports, Mandt and Crisis Intervention.
• Background in the skills of developmental, implementation and the writing of teaching strategies preferred.
• Must have reliable personal vehicle for transporting clients.
• Must obtain a Class E driver’s license during new hire orientation– must carry minimum coverage applicable by law for auto insurance
• Must Receive Seasonal Flu Vaccination
Employee’s Acknowledgment:
____________________________________________ Date: _________________
Supervisor’s confirmation that job description was explained to employee:
____________________________________________ Date: _________________
Requested Reasonable Accommodations:
_______________________________________________________________________
Equal Opportunity Employer
