Program Manager

Position Summary:

Manages the overall operations, activities, and staff of assigned program site within direct area of responsibility.

Essential Responsibilities:

• Provides supervision and oversight to direct reports within direct areas of responsibility:
• Provides ongoing leadership, advice, training, and guidance to direct reports regarding the daily care, instruction, and safety of persons served at specific program site as outlined in the Individual Program Plan (IPP), Annex A and/or program descriptions;
• Ensures proper staffing levels and work distribution within assigned program site in accordance with levels of supervision, Annex A, and/or program descriptions;
• Conducts regular staff meetings and attends program management meetings to promote a constant flow of information, open discussions, knowledge sharing, and to keep staff well-informed;
• Attends various internal management meetings, external conferences, Interdisciplinary (IDT) and/or Trans-Disciplinary (TDT) meetings, family conferences, etc., to both obtain and share information;
• Manages the ongoing job performance of direct reports; develops and communicates performance goals, completes performance evaluations within established timeframes; provides feedback, develops and takes action on performance improvement plans, and determines and implements disciplinary action as needed;
• Appropriately delegates work responsibilities;
• Supports the professional development and career growth of direct reports by identifying and providing ongoing training and certification attainment in accordance with state licensing regulations and any accreditation standards, as applicable within area of responsibility.
• Manages the overall operations, activities, and overall environment of the program site within direct areas of responsibility and for all shifts, if applicable:
• Follows established Bancroft policies and procedures, and maintains compliance with Division of Developmental Disabilities (DDD) regulations, Health Insurance Portability & Accountability Act (HIPAA) regulations, DDD Supported Employment/Day Program (SE/DP) Manual standards (if applicable), Department of Labor (DOL) regulations (if applicable), Department of Human Services (DHS) 1047 regulations (if applicable), Commission on Accreditation of Rehabilitation Facilities (CARF) standards, and applicable state/local/federal regulations at all times;
• Ensures adherence to all established policies and procedures within the Operations manual and Bancroft’s Policies and Procedures manual;
• Within area of responsibility, complies with state regulations and accreditation standards and Bancroft’s quality standards for safety, security, cleanliness, and comfort;
• When applicable, provides on-call and rotational support to effectively manage a 24 hour/7 day a week program for persons served;
• When applicable, ensures the 24 hour/7day a week management and oversight of program site, staff, and persons served by maintaining a flexible work schedule and by personally providing coverage for all shifts, as needed;
• Dependent upon specific program, may conduct treatment integrity checks for program staff to ensure the provision of quality care for persons served;
• Monitors all direct costs incurred and efficiency of spending for program site and persons served within area of responsibility. Contributes in ensuring that program site operates within the established fiscal budget and may provide input to management for annual budget preparation for program site;
• Assists in and/or develops work schedules in an effort to reduce unnecessary costs and unanticipated variances to established budget.
• Working in conjunction with program management and the Human Resources Department, actively participates in the applicant hiring and termination process. Interviews and screens applicants to identify qualified candidates, appropriately explains job content and performance expectations to applicants, and provides hiring and termination recommendations.
• Aids in the resolution of problematic, more sensitive, or more complicated situations while actively encouraging the independence of the person served within his/her abilities. Exercises appropriate judgment in addressing specific situations. Responds with immediate, effective solutions and/or promptly notifies program management.
• Completes daily, monthly, and quarterly paperwork; e.g., monthly summaries, risk management reports, Outcome Measurement Systems (OMS) reports, inspection checklists, attendance and billing records (where applicable) etc., for submission to program management and to ensure compliance with all applicable regulations and accreditation standards.
• Reviews required paperwork completed by direct reports for accuracy and submits to program management in accordance with established timeframes. Ensures the maintenance of all documentation as required by state regulations and as determined by program management and/or Nursing Department for the assigned site; e.g., daily logs, monthly progress reports, daily goal reports, assessments, daily financial transactions, Medical Administration Records, behavioral data sheets, internal reports, etc., as applicable within specific program site.
• Within area of responsibility (and working with Nursing Department, where applicable), ensures the overall integrity of behavior and/or medical records and files for persons served; i.e., files are complete, accurate, and up-to-date, for timely review by internal and external auditors, insurance companies, etc.
• Develops, coordinates, and monitors the IPP, IDT and/or TDT process. Ensures the timely implementation of appropriate treatment plans for each person served within specific program site.
• If applicable, evaluates prospective persons served at screening meetings and recommends appropriate staffing levels to ensure a maximum level of individual care.
• Within area of responsibility, reviews consults from medical and therapeutic consultants for persons served, ensures implementation of care plan and adherence to medical orders, etc.
• Actively participates in special projects related to behavioral treatment, clinical outcome, and research activities, as necessary or as required.
• Actively participates in the development and implementation of performance improvement systems for assigned program site to ensure an overall efficient and cost-effective operation.
• Maintains effective communications with persons served, parents, guardians, other family members, healthcare personnel, own manager and coworkers across programs and functions, neighbors, surrounding communities, etc. Operates in accordance with the Confirmation of Understanding or Plan of Care for each person served regarding programs and treatment, healthcare, religious and sexual preferences (if applicable), ethnic and cultural support, recreational and socialization activities, physical fitness and healthy living, family visits and involvement, and disagreements and grievances.
• Serves as an advocate on behalf of persons served in a variety of situations.
• Monitors the usage of transportation vehicles assigned to specific program site. Ensures the ongoing routine maintenance and cleanliness of assigned vehicles through the daily completion and review of logs.
• Follows state-approved emergency procedures and Bancroft-approved crisis intervention techniques for each person served at specific Program site.
• Serves as a role model to persons served by projecting a positive self-image of professionalism, appearance, courtesy, conduct, honesty, fairness, confidentiality, personal integrity, and a respect for the fundamental rights, dignity, and privacy of others.

Education & Experience:

An incumbent in this position who has graduated from an accredited college with a BA in Occupational Therapy, Physical Therapy, Speech/Language Pathology, Social Work, Recreation, Art, Dance, Music, Physical Education, Nutrition, Sociology, Special Education, Rehabilitation Counseling, or Psychology AND possesses at least one year of experience working with individuals with developmental disabilities or brain injuries.

High School diploma or equivalent required with two-three years in the Human Services or related field. Prior management experience and a strong desire to work with neurologically-challenged individuals. BA in a related field plus one year of related experience preferred.

Brain Injury/BIS Day Treatment Program Managers are required to achieve certification from the American Academy for the Certification of Brain Injury Specialists (AACBIS) within the first 18 months of employment, and maintain ongoing annual certification requirements.