Program Manager

Program Summary

Philadelphia Family Voices is Philadelphia’s first and only family-legacy organization. As a family legacy organization, the mission of Philadelphia Family Voices is families helping families navigate and improve child-serving systems by creating opportunities for education, empowerment, advocacy and support.

Position Summary

Reports to: Executive Director

Direct Reports: Supervisors, Family Peer Support Resource Specialist

Status: Exempt; 35-hour workweek; may include evenings and weekends

The Program Manager will partner with the Executive Director to grow the agency and collaborate with community stakeholders to provide quality programing and services. In collaboration with the Executive Director, this position is responsible for developing and managing the structure and daily program operations for the Autism Spectrum Disorder (ASD) Navigator program, and the Family Peer programs.

Leadership Summary:

• Represent the family voice in policy and system change at county, regional and state levels; establish and maintain strong effective relationships with members of the community, including:
  • Families and youth
  • General public
  • Community agencies and organizations
  • The Philadelphia child serving systems [Department of Human Services (DHS), Juvenile Justice (JJ), Early Intervention (EI), Autism related services and programs
  • Schools and Education System
  • Community Behavioral Health (CBH)
  • Administrators/staff of Philadelphia Department of Behavioral Health & Intellectual Disabilities (DBHIDS).
• Promote a positive public image of all PFV programs and serve as a representative in assigned committees, task forces, as well as other meetings.
• Promote and model high ethical, professional and respectful behaviors both within Philadelphia Family Voices and externally.

Key Duties & Responsibilities:

Administrative

• Participate in budget development and expenditure tracking activities to ensure the integration of fiscal and program goal attainment.
• ngage in the human resource operations processes:
  • In collaboration with the Executive Director, participate in the writing and/or reviewing of policies to support the agency;
  • Provide program specific orientation and training to new staff;
  • Identify and track staff training and development, ensuring training plans meet contracted obligations.
• In collaboration with Executive Director, develop outcome and satisfaction tools and processes for programs.
• In collaboration with Executive Director, oversee the adherence to contracts, quality implementation and reporting requirements of the programs:
  • Prepare and send reports to funders as required;
  • Ensure consistent and high-quality program services;
  • Ensure that accurate results are gathered from the database/EHR in written and/or graph format for review;
  • Attend all required meetings/conference calls in the community and with the funders and stakeholders in a professional manner.
• Other duties as assigned.

Program and Staff Responsibilities:

• In collaboration with the Executive Director, develop and oversee an operational structure for the ASD Navigator program that adheres to the program’s specified requirements; develop and implement family peer support, advocacy and education services in a manner that educates and empowers families.
• In collaboration with the Executive Director, develop and oversee an operational structure for the Behavioral Health Family Peer program that adheres to the program’s specified requirements; develop and implement family peer support, advocacy and education services in a manner that educates and empowers families.
• In collaboration with the Executive Director, develop and oversee an operational structure for the External Family Family Peer programs and partnerships that adheres to the program’s specified requirements; develop and implement family peer support, advocacy and education services in a manner that educates and empowers families.
• Interview, hire and develop staff for the ASD Navigator and Family Peer programs; prepare written staff evaluations for direct reports and ensure all program staff receive evaluations according to program’s guidelines.
• Provide weekly strengths-based supervision and mentoring to direct reports; ensure weekly supervision and consistent staff meetings are provided for all staff; set agendas and facilitate all-team meetings as needed.
• Manage all aspects of programs and operations to ensure workflow is open among and across teams and that services meet PFV’s best standards.
• Provide and/or support training to staff in program-related skills, policies, procedures, and regulations.
• Identify areas of need for family support groups, workshops, trainings, and education; develop curriculum for education; market and recruit individuals to attend.
• In collaboration with the Executive Director, develop and implement a marketing and outreach plan:
  • Identify areas of need for outreach within the community and other system partners;
  • Write social media and website content and prepare marketing materials;
  • Identify and attend relevant community events and resource fairs;
  • Develop, oversee and/or facilitate presentations and trainings (in-person and virtual).
• Promote team building by creating a Trauma-Informed, Resilience-Oriented and Equitable Care (TIROE) environment; empower staff through open communication and transparency; provide platforms for staff to have a voice in their work and the program’s development.
• Oversee the collaborations between programs (ASD Navigators and Family Peer) and its partners:
  • Participate in planning and implementing collaborations;
  • Develop and maintain strong positive working relationships with stakeholders, community partners and funding sources;
  • Develop and implement problem solving strategies that promote positive work environment with a focus on positive child and family outcomes.
• Other duties as assigned.

Electronic Health Record (EHR) Data Base

• Responsible for oversight in data entry to ensure that participant data is entered in the Electronic Healthcare Records/ Program Database system upon intake.
• Ensure all participants’ contacts are documented in EHR/Database according to agency polices; serve as final approval for assessments, goal plans and other documentation as needed.
• Ensure staff document all services and activities (i.e. trainings, system meetings) according to agency policies.

Education, Knowledge, Skills & Abilities:

Minimum Experience

• Parent/guardian with direct experience raising a child with mental health or emotional challenges and/or autism who has utilized the local child serving systems.
• Experience in direct supervision of staff required.
• Completion of Family Peer Support Supervisor training within 6 months of hire.
• Completion of ASD Navigator Training within 3 months of hire.
• Demonstrated knowledge of the Philadelphia Child Serving Systems.
• Demonstrated Program Development Experience
• Five (5) years’ experience operating and managing programs, including supervision of staff.
• Demonstrated ability and skill in providing strengths-based supervision and in maintaining focus on staff performance.
• Child Abuse and Criminal Background Clearances.
• Reliable mode of transportation.

Preferred Experience Requirements

• Knowledge of or training in Systems of Care and trauma informed care.
• Experience Child and/or Family Advocacy.
• Experience in working with families and communities on behalf of children with mental health issues is highly desirable.
• Experience working with and understanding of billable service with the Medicaid system.
• Philadelphia resident.
• Active Driver’s license.

Minimum Education Requirements

• Master’s degree or equivalent experience in human services or a related field.

Preferred Education Requirements

• Licensed professional.

Required Skills

• Demonstrated effective written and verbal communication skills.
• Ability to interact with families, county representatives, and any other external parties effectively and professionally.
• Must possess excellent computer skills to perform job duties including desktop computing, email, time sheet management, electronic health records, using Microsoft Office Applications, ADP and other relevant software.
• Strong supervisory skills and management competency.
• Ability to be flexible, collaborative, and creative.
• Excellent communication, listening and interpersonal skills including public presentations.
• Ability to develop and administer budgets.
• Negotiation and conflict resolution abilities.
• Utilizes a strength-based perspective.
• Ability to maintain regular and punctual attendance; available for flexible work schedule including evenings and weekends as needed.

Physical Requirements

• Able to sit/work at a computer and perform general office functions.
• Able to travel within the community that may not be handicap accessible, including stairs.
• Able to use public transportation and/or drive around the city, including in inclement weather.
• Able to carry computer equipment to external sites as needed.
• Able to communicate clearly with others; possible exposure to vulgar or inappropriate language or gestures.

Working Environment

Work in a variety of settings, including but not limited to:

• Philadelphia Family Voices office,
• ZOOM or other approved digital meeting platforms,
• Community settings and schools,
• Family’s homes,
• Treatment programs and Children’s Crisis Response Center (CRC),
• Family Court,
• Community Behavioral Health office.