Program Manager-Community Integration

- Mid Level

Indianapolis, IN

About the position

The position assists the Director in the overall operation of services, managing the daily activities of the department at all Day Services locations. The role involves guiding and assisting in the planning and coordination of services, supports, and resources for individuals to ensure the implementation and achievement of quality services and outcomes.

Responsibilities

• Coordinate new referrals to services and assign individuals to staff/teams in a timely fashion.
• Develop and monitor overall curriculum, which is age appropriate, functional and meaningful and relates to individual person centered plan outcomes of the individual served.
• Ensure regular involvement in community outings according to departmental guidelines.
• Ensure enrollment in assigned program/service is maintained and staffed accordingly to meet departmental and agency guidelines.
• Monitor client schedules to ensure they are reflective of current Plan of Care hours and staff are effectively utilizing plan hours.
• Ensure staff productivity meets budgeted expectations.
• Maintain current staff caseload roster and consumer utilization roster, updating plan of care hours, staff changes and monthly pending case information in a timely manner.
• Ensure all Individual Support Plans (ISPs), Person-Centered Plans (PCPs), Behavior Plans and High Risk Health Plans are current and ensure staff receive training for successful implementation of such plans.
• Assist in the resolution of issues of individuals currently in services.
• Provide on-call support for department as needed. Respond to emergency situations or provide crisis intervention when necessary.
• Assist in the achievement of the agency’s strategic plan as it relates to program area as directed.
• Seek out and/or act on opportunities to engage in advocacy efforts that preserve the rights of persons served.
• Perform other duties and/or complete special projects as may be requested or assigned.
• Act as liaison to link individuals entering services to assigned staff.
• Participate in quarterly and annual interdisciplinary team meetings and all other meetings as requested.
• Set and model a standard for staff, which ensures staff participation and follow-up on individual, family and service needs.
• Identify and utilize effective verbal, written and electronic communications skills and vehicles to accomplish tasks and clarify information for all internal and external customers.
• Ensure that all communication takes place in a professional manner, reflecting the dignity of and respect for the individuals receiving services.
• Utilize people-first language in written and verbal communication.
• Actively participate in department and committee meetings as appropriate, taking action on all assigned items.
• Immediately alert supervisor of any potentially critical issue or crisis situation.
• Conduct observations of all staff and provide feedback to staff as part of a quality review and continuous improvement culture.
• Create, monitor and maintain consumer information/data on designated client database software system and ensure information is accurate and timely.
• Conduct periodic file checks within area to ensure quality documentation, timely reports, and appropriate Individual Support Plans (ISPs).
• Ensure the delivery of services adheres to service standards and regulations, as dictated by CARF, FSSA, BQIS, Medicaid and other regulatory agencies.
• Promote health and safety of all staff and persons served through adherence to all agency policies and procedures.
• Utilize a positive approach and appropriate behavior to strengthen relationships with individuals being served, staff, families, caregivers, community resources and other persons involved.
• Maintain all appropriate information in a confidential and professional manner, and in accordance with regulatory guidelines.
• Adhere to the organization’s Code of Ethics and support the identified Position Statements.
• Model appropriate behavior in interaction with persons served, staff, families, community resources and other audiences/customers.
• Actively participate in personal professional development through use of Performance and Professional Development Plan, training opportunities and interaction with other staff and professionals.
• Utilize designated client software database to accurately and consistently document client demographic information, progress toward outcomes, and services provided as necessary to meet billing/productivity requirements.
• Obtain, review and approve records of time worked for all direct reports, ensuring that there is appropriate supporting documentation.
• Complete and submit monthly progress reports for all individuals receiving services.
• Ensure all paperwork regarding reportable incidents is submitted on a timely basis.
• Generate reports as needed or requested by Director.
• Ensure all documentation is clear, concise, accurate and written in a professional manner.
• Prepare all necessary reports according to established timelines and in adherence to agency guidelines.
• Engage in leadership behavior to contribute to the organization’s growth and development and to the provision of individualized supports and services that facilitate personal outcomes for persons served.
• Provide leadership/mentoring to others through example and the sharing of knowledge and skills, as appropriate and/or requested.
• Develop and maintain professional relationship with all internal and external customers.
• Network with agency and other professionals to develop and enhance knowledge, skills and abilities.
• Ensure enrollment and staff productivity expectations are met each month.
• Participate in budget planning process as directed.
• Monitor staff productivity and budget expenditures, reporting data to Director as requested.
• Ensure all staff use agency software to document information on persons served.
• Ensure all staff understand and follow departmental procedures.
• Ensure all infection control and overall health and safety standards and procedures are adhered to.
• Coordinate with Human Resources the posting and recruitment of open positions, and perform personnel activities related to interviewing and hiring, as appropriate.
• Provide training, coaching and performance management for assigned personnel, which includes the timely completion of performance reviews.
• Resolve personnel conflicts and other related issues among or with assigned personnel, and keep Director and Human Resources apprised of any potential employee relations issues or performance issues that may result in corrective action.
• Adhere to and ensure adherence to all organizational policies and procedures.
• Ensure all new staff complete required trainings and orientation within 90 days of hire, and promote ongoing professional development opportunities.
• Provide effective direction, guidance, and a motivational environment to enhance both employees and teams.
• Plan and lead regular team meetings and disseminate critical agency and departmental communications in a timely manner.

Requirements

• Bachelor's degree in psychology, social work, special education, education, rehabilitation or related human/social service field preferred.
• Minimum one to three years of experience in direct support service, working with people with disabilities, and previous supervisory experience.
• Technical/professional knowledge in the area of social work, rehabilitation and/or human services.
• Demonstrated knowledge of teaching, instruction and lesson plan development is beneficial.
• Skills to effectively understand the Person Centered Plan process, funding sources and utilization of hours.
• Attention to detail, quality assurance and ability to analyze and manage procedures, information and schedules.
• Ability to learn and effectively utilize identified computer software applications to accomplish tasks.
• Ability to read, comprehend, interpret and apply information from general procedures, instructions, data and reports.
• Oral/written communication skills to clearly and effectively express ideas.
• Ability to promote and participate as an effective team member.
• Ability to use strategic thinking to understand and implement changes in anticipation of events and circumstances.
• Customer service, negotiation and networking skills to establish contacts and meet agency and departmental outcomes.
• Maintain regular attendance and punctuality and accurately maintain record of attendance.
• Ability to plan and organize work activities/processes, use discretion and sound judgment, take initiative and demonstrate flexibility to ensure goals are achieved in a timely manner.
• Demonstrate cooperative attitude and tolerance for stress when confronted with critical situations.
• Ability to maintain confidentiality and integrity.
• Personnel management skills to include: demonstrated leadership, delegation, coaching/counseling, and team building.
• Ability to motivate and recognize/reward employee performance.

Benefits

• Must provide own transportation, have valid driver’s license and driving record must meet insurability requirements.
• Must maintain and provide documentation of auto insurance at limits set by agency.
• Must have ability to lift/move individuals or materials weighing up to 75 lbs. periodically.
• Must have ability to stand, walk, bend and reach frequently.
• Must maintain CPR and First Aid certification, and must stay current on all other training as defined by state, accreditation body or organization guidelines.
• While performing the duties of this job, the employee is routinely exposed to moving mechanical parts, and fumes or airborne particles; occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate to loud.