Program/Office Manager

Program/Office Manager

Job Description:

Responsible for insuring that the Basic Living Skills (BLS) training is provided for all people served in accordance with ADMH guidelines. Responsible for staff meeting the required productivity levels and monitoring the in-home documentation. This position also requires monitoring of DSP staff & individual records. Position is Salary and EXEMPT from Overtime Pay.  Responsible for the oversight and daily operations of the agency’s services.  Supervises ALL Direct Support Professionals and manages scheduling, payroll, timecards, and activity calendars.  Work with the individual’s physicians, psychiatrists, and specialist to ensure best possible health.  Clear and consistent communication with MFSS’s pharmacy, nurses, directors, schools, day programs and other agencies to ensure overall compliance.  Responsible for ensuring labor costs remain within budget (minimizing overtime), keeping operations costs low (groceries, supplies, repairs, etc).  Providing direction/instruction to all DSPs ensuring employee moral does not decline and maintain open respectful communication at all times.  Developing a report with the people served to empower them to live a fulfilling and independent life.  

This position reports to the Director of Operations (DOO) & the Executive Director.

The Program/Office Manager will assist the QDDP in completion of inventory checks, monitoring of home and individuals served.  Provide support to the QDDP with PCP meetings, behavior data collection, LOP implantation, Staff in-services/training, and monthly house check duties.  The Program/Office Manager will report to the QDDP all things regarding to the individual’s records.  Program/Office Manager will work closely with the Director of Operations & Team Leads to ensure age appropriate and meaningful recreational activities are being scheduled carried out in the home.  Program/Office Manager will meet with the individuals served weekly to discuss desires and satisfaction with services.  The Program/Office Manager will complete duties as assigned by the QDDP who will review and approval all documents & data submitted by the Program/Office Manager.   Program/Office Manager will conduct weekly onsite checks of the group home.  Program/Office Manager will monitor the implementation of the PCP, Goals, Dreams, & Learning Opportunities as assigned by the QDDP.   Program/Office Manager will develop “suggested” meal plans for all homes along with monthly grocery and supply shopping.  Program/Office Manager will complete a monthly activity plan/calendar for each home based on the preferences and interests of the individuals and ensure they are carried out as requested.  Program/Office Manager will schedule and attend all routine and as needed medical appointments communicating results to the RN/LPN along with copies of all appointment documentation.  Program/Office Manager will work with the pharmacy/nurses regarding all medication changes to include taking medication packs to the pharmacy for update/repackaging and MAR updates. Program/Office Manager will meet with all staff monthly and individually (as needed) to provide important communications, updates, and/or training.  Program/Office Manager will communicate via the approved MFSS group chat(s) all general information and any staff specific information will be communicated directly to that staff with the approval of the DOO.  Program/Office Manager MUST Communicate any potentially problematic information, disciplinary actions, and special recognitions to the DOO/Ex Director for approval and direction.  Program/Office Manager is a mandatory reporter and MUST immediately report any abuse, neglect, mistreatment, exploitation or health and safety concerns to the DOO & Ex. Director immediately.  Program/Office Manager must report all incidents and input them into Therap according to the IPMS Guidelines. 

Program/Office Manager may be requested to perform additional duties as assigned. 

Job Duties:

  • Supervising ALL DSPs
  • Weekly/Monthly Schedule
  • Monthly home checks/vehicle checks
  • Weekly LOP training 
  • Weekly Inventory Checks
  • Staff Meetings
  • Scheduling &  Rescheduling Appointments
  • Communication with on call nurses
  • Grocery/Supply Shopping
  • Attend all training
  • Orientate/Train new hires 

Qualifications:

  • High School diploma or GED (Associates of Arts Degree in a human service field preferred)
  • A minimum of 2 years Experience working with individuals with intellectual/developmental disabilities
  • A minimum of 2 years supervisory or home/program management experience
  • Ability to pass criminal/registry background checks
  • Ability to pass pre-employment drug screening
  • Clear tuberculosis screening
  • A valid driver’s license & insured vehicle
  • Ability to pass and maintain required training such as CPR/First Aid, Medication Administration and Positive Behavior Supports, Medication Administration, Abuse, Neglect & Exploitation, Blood Borne Pathogens, Person-Centered Planning, HIPAA/Privacy & Confidentiality, and any other assigned trainings
  • MUST HAVE RELIABLE TRANSPORTATION & OPEN AVAILABLITY

Required Trainings:

  • CPR 1st Aid
  • MAC 1 &2
  • Home and Community Based Settings Rule (HCBS)
  • Behavior Management
  • Conflict Resolution
  • Conducting Serious Investigations
  • Person Centered Training (Relias)
  • Therap/Incident Prevention/Management
  • Abuse Neglect Mistreatment Exploitation

The typical work schedule is Monday-Friday 8AM to 5PM however different shifts may be required when there is staffing shortages/crisis or unexpected gaps in coverage.  This is a salary position) and does not qualify for overtime, however if on call & shift coverage exceeds 12 hours in 40 hour work week 8 hours of comp time will be given to be used at a later date.