Program Administrator

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Program Administrator

Department: Recovery and Reentry Services

Reports To: Director Recovery and Reentry Services

Supervises: Sr. Managers of Outpatient and Residential Services, Assigned Staff

FLSA Status: Exempt

Pay Grade: E8

Job Type: Full-Time, Regular

AKBCU: Yes ICPA: No

General Functions:

The Program Administrator directs the day-to-day performance and operation of assigned programs within the CITC Recovery and Reentry Services department. The administrator consults with the Department Director, clinical leadership, and other program administrators to ensure services, program functioning, and treatment are being conducted in a manner consistent with the CITC mission statement and values, as well as all applicable State/Federal laws and accreditation standards. The Program Administrator supports the design, development and implementation of current and future services and programs within the department and has a key focus on delivering innovative and effective leadership to assigned programs, to ensure effective delivery of services. Work includes organizing the system, budget development, analysis/oversight of data and feedback measures, performance and improvement, strategic planning, for future and current services/programs

Duties and Responsibilities:

• Ensure processes and systems are in place for the assigned programs.
• Ensure compliance for established customer service standards.
• Utilize data and information to develop, implement and measure changes in identified strategies.
• Evaluate, develop, and implement changes in policy, procedures, regulations and standards.
• Resolve complaints and conflicts according to standards and established guidelines.
• Monitor and respond to incident reports in a timely and efficient manner.
• Ensure compliance with all applicable laws, policies, procedures, bylaws, regulatory requirements, and best practice guidelines regarding Privacy of Healthcare Information (PHI), organizational, and healthcare Compliance.
• Work collaboratively with team members within the RS department and across the organization.
• Facilitate groups, committees, and meetings.
• Direct the day-to-day performance and operation of the assigned programs including data and grants.
• Organize the work across the assigned functions.
• Evaluate and monitor the workload and productivity of the assigned program(s) and take any necessary corrective action as needed.
• Direct and oversee work assignments to completion.
• Direct and oversee assigned staff and provide guidance for performance.
• Develop methods and processes to create a work environment that motivates and encourages employees.
• Create a positive and engaging work environment.
• Monitor and provide supervision and feedback to staff.
• Ensure adequate staffing and evaluate and monitor the recruitment and selection process.
• Ensure an effective application of the compensation strategy for CITC by actively engaging with Human Resources to establish salary offers for new employees.
• Oversee budgets including revenues and expenditures timely and effectively for assigned programs.
• Manage the strategic planning and improvement processes for assigned program(s).
• Develop and implement long- and short-range strategic initiatives and work plans.
• Ensure programs meet service utilization goals and establish processes and support plans to ensure maximum utilize when necessary.
• Train, educate, and deploy improvement tools, methods and processes.
• Direct the development, education and training of assigned program(s).
• May serve as acting Supervisor/Manager/Director during supervisor/manager/director’s absence.
• Perform related duties as needed and assigned.

Job Responsibilities Related to Patient Privacy:

• The incumbent is expected to protect the privacy of all patient information following CITC's privacy policies, procedures, and practices, as required by federal and state law, and following general principles of professionalism as a health care provider
• The incumbent may access protected health information and other patient information only to the extent that is necessary to complete all assigned job duties. The incumbent may only share such information in their possession with those who need to know specific patient information to meet their job responsibilities related to treatment, payment, or other CITC operations.
• The incumbent is expected to report, without the threat of retaliation, any concerns regarding CITC's policies and procedures on patient privacy and any observed practices in violation of the policy to the designated Privacy Officer.
• The incumbent is expected to participate in CITC privacy training actively and is required to communicate privacy policy information to coworkers, students, patients, and others following CITC policy.

Job Specifications:

• Excellent customer service skills.
• Demonstrated knowledge of change management principles, methodologies, and tools.
• Excellent computer skills, including Word and Excel in a Microsoft Windows environment.
• Demonstrated ability to apply knowledge of the Health Insurance Portability and Accountably Act of 1996 (HIPAA) and 42 CFR.
• Demonstrated ability to work with teams, which includes technology staff teams, business managers, teams of end-users, and others.
• Demonstrated ability to work independently with minimal supervision.
• Demonstrated ability to effectively manage multiple responsibilities.
• Demonstrated ability to supervise staff and offer program direction.
• Excellent verbal and written communication skills; proper grammar, good vocabulary, spelling, and proofreading skills.
• Demonstrated knowledge and understanding of the social, health, education and training and cultural needs of the Alaska Native and American Indian community.

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

• Bachelor’s degree in business management, healthcare management, organizational leadership, social work, psychology, human Services, or closely related fields. Relevant experience may substitute for the educational requirement on a year-for-year basis.
• Seven (7) years of progressively responsible work experience as a manager or administrator of programs, departments, or similar oversight including budgeting, strategic planning, human resources management, performance management, or closely related demonstrable proficiencies.
• Five (5) years of experience in a supervisory capacity.
• Valid Alaska driver’s license and insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.
• Continued employment is contingent upon completion of a satisfactory state and federal fingerprint criminal background check.

Preferred Requirements:

• Master’s degree in business management, healthcare management, organizational leadership, Social Work, Psychology, Human Services, or closely related fields. Relevant experience may substitute for the educational requirement on a year-for-year basis.
• Work experience leading and/or overseeing the provision of behavioral health and/or substance use services.
• Experience with change management and digital technology.
• Understanding of State and Federal regulations and standards relating to the delivery of substance use and/or behavioral health services in the State of Alaska.

Preferred Qualifications:

• Master’s Degree in Business Administration, Business Management, Non-Profit Administration, or related field.

Physical Requirements:

• Primarily works in an office setting, with extended periods of time at a desk and on a computer.

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.

5/24/2024 - A.G.