Job Description

Department: Community Based Services Job Status: Full-Time

FLSA Status: Exempt Reports to: Director of Community Based Services

Positions Supervised: Team Managers, Case Managers, Program Coordinator and staff as assigned.

Amount of Travel Required: Moderate (between Astra sites and community partner locations)

Work Schedule: Monday – Friday, 8:00 a.m. – 5:00 p.m.; flexibility required for meetings and special events

The Program Manager of Community Based Services (Traditional Services) provides programmatic leadership, supervision, and administrative oversight for Astra Mental Health and Recovery's community-based traditional service programs, including Targeted Case Management (TCM), Community Psychiatric Support Treatment (CPST), and related services serving children, adolescents, adults, and families across the lifespan.

Reporting to the Director of Community Based Services, this position ensures that Astra's traditional community-based programs deliver trauma-informed, culturally responsive, recovery-oriented, and person and family centered care consistent with Certified Community Behavioral Health Clinic (CCBHC) standards. The Program Manager supports Team Managers and staff in achieving clinical excellence, operational efficiency, and high-quality outcomes for individuals served.

This position plays a key role in workforce development, cross-departmental collaboration, quality improvement, and community partnership, fostering a professional culture grounded in Astra's values of Access, Comprehensive Care, Excellent Outcomes, and Sustainability.

ESSENTIAL FUNCTIONS

Program Leadership and Oversight

• Provide day-to-day leadership and supervision for community-based traditional service teams and assigned Team Managers.
• Oversee the implementation of clinical and operational goals in alignment with Astra's strategic and CCBHC objectives.
• Ensure that traditional community-based services across all teams are evidence-based, person-centered, family-centered, recovery-oriented, and trauma-informed.
• Monitor program performance, including productivity standards, access metrics, service quality, outcome measures, and client outcomes.
• Collaborate with the Director of Community Based Services to align policies, procedures, and workflows with organizational goals.
• Support integration between traditional community-based services, therapy services, access, crisis, and other programs for seamless care coordination.
• Maintain knowledge of applicable licensing, Medicaid, KDADS contract requirements, and accreditation standards.
• Manage Traditional Services referrals and balance caseloads with Team Managers to ensure timely access to services.
• Utilize and encourage utilization of Evidence Based Practices and assessment tools as indicated for care to monitor progress of individuals served and ensure appropriate services/care is received in the appropriate intensity and duration while meeting the health needs of the whole person served.
• Monitor and evaluate client entry and exit criteria into CBS Programs in collaboration with Utilization Management/Utilization Review staff.
• Track and monitor program outcomes and AIMS data with Program Coordinator and support staff.

Team Leadership and Supervision

• Provide regular individual and group supervision to Team Managers, including documentation and performance evaluations, guiding consistent service delivery and staff development.
• Offer field mentoring and quality assurance for Team Managers and staff.
• Set and communicate clear performance expectations, goals, and outcomes for community-based service teams.
• Conduct regular supervision, team meetings, and individual check-ins to ensure collaboration and accountability.
• Promote a positive, supportive, and learning-oriented culture consistent with Astra's trauma-informed leadership philosophy.
• Model professional integrity, empathy, and problem-solving in interactions with staff, individuals served, and partners.
• Support Team Managers in meeting/exceeding KDADS contract outcomes.
• Work as part of an integrated team collaborating with individual served, family, or others that the individual wishes to have involved in their treatment as well as other treatment team members (both internal and external) to help support individual in their treatment and recovery.

Performance Management

• Conduct performance evaluations for assigned Team Managers and oversee evaluation processes for case managers and CPST providers.
• Provide ongoing coaching and feedback to support growth and professional development.
• Identify skill gaps and collaborate with the Director of Community Based Services to develop targeted training plans.
• Address performance concerns promptly, fairly, and in alignment with HR policies.
• Develop and implement action plans and disciplinary measures as needed.
• Monitor staff/team performance and outcome standards. Utilize, encourage, and coach time management, written and oral communication skills.

Resource and Workflow Management

• Assign responsibilities and caseloads based on staff strengths, training, and workload.
• Manage scheduling and service delivery to ensure timely access and compliance with same-day access standards.
• Assist with budget planning, staffing allocation, and monitoring of resource utilization.
• Support staff well-being through manageable workload distribution and open communication.
• Assist clients, Team Managers and staff in identifying and overcoming obstacles to participating in desired community activities and agency systems.

Collaboration and Communication

• Facilitate open communication across teams, programs, and leadership levels.
• Collaborate with Quality Improvement, HR, and IT departments to support data collection and performance reporting.
• Represent traditional community-based services in internal committees and cross-departmental workgroups.
• Communicate updates, policy changes, and performance feedback effectively to staff and leadership.
• Attend and participate in community meetings, collaborating and coordinate with community partners and agencies in effort to maintain relationships.

Compliance and Quality Improvement

• Ensure compliance with CCBHC criteria, KDADS, SAMHSA, and agency standards.
• Monitor clinical documentation for accuracy, timeliness, and quality.
• Review and approve treatment plans and ensure compliance with documentation standards.
• Participate in internal audits, chart reviews, and corrective action planning.
• Promote a culture of continuous quality improvement and data-informed decision-making.
• Facilitate case conferences (as needed) and Case Management meetings.

Hiring, Training, and Staff Development

• Recruit, interview, hire, and train new CBS staff in collaboration with HR and CBS Team Managers.
• Participate in recruitment, selection, and onboarding of new Team Managers and staff.
• Identify ongoing professional development opportunities aligned with Astra's mission and clinical priorities.
• Collaborate with the Director of Community Based Services and Training Department to coordinate internal and external training.
• Ensure compliance with the required training for self and those supervised, promoting and arranging additional education opportunities to increase tools for department staff and self.
• Complete all the required training and ensure credentialing documentation for staff is maintained in collaboration with Human Resources.
• Approve leave and continuing education requests for Team Managers.

Other Duties

• Demonstrate cultural and linguistic competence
• Approach interactions with individuals served and colleagues with a trauma sensitive lens
• Provide services that are recovery oriented, and person and family centered, utilizing a strengths-based approach.
• Provide Services that address the whole health needs of individuals served.
• Acts as an ambassador of the agency in the community setting, which may include doing public educational and informational presentations.
• Support and actively promote the vision and mission of the agency and the philosophy of the strengths perspective
• Maintain and promote the following safety requirements and policies on property.
• Maintain professional appearance in line with dress code policy.
• Completes required trainings
• Other duties as assigned, as qualified and trained for.

POSITION QUALIFICATIONS

Education and Licensure:

• Master's degree in a behavioral health discipline (e.g., Social Work, Psychology, Professional Counseling, Marriage and Family Therapy) or related field.
• Qualified Mental Health Professional (QMHP) designation required or licensed in the State of Kansas as a QMHP—LSCSW, LCP, LPC, LMFT—or equivalent clinical license required.
• Must successfully pass Kansas Bureau of Investigation (KBI), Central Registry (DCF Child/Adult Abuse Registry), and all required background checks.
• Valid Kansas driver's license, good driving record, current auto insurance (proof of auto liability insurance), and reliable transportation required.
• Formal training or certification in clinical supervision or leadership development preferred.

Experience:

• Minimum of three (3) years of progressively responsible experience in behavioral health clinical practice and program leadership.
• Minimum 3 years of Case Management experience, preferably with individuals meeting Severe Emotional Disturbance (SED) criteria.
• Supervisory experience required.
• Prior experience managing clinical teams or program operations preferred.
• Familiarity with CCBHC, trauma-informed care, and integrated behavioral health systems required.

KNOWLEDGE/SKILLS/ABILITIES:

Knowledge

• Advanced understanding of evidence-based practices, case management models, and community psychiatric support services across the lifespan.
• CCBHC principles, SAMHSA expectations, and KDADS regulatory standards.
• Clinical supervision, performance management, and team leadership best practices.
• Medicaid documentation and compliance requirements.

Skills

• Strong leadership, communication, and team development skills.
• Strong interpersonal, organizational, advocacy, negotiation, and mediation skills.
• Ability to implement systems-level change and drive continuous improvement.
• Excellent clinical judgment, critical thinking, and conflict-resolution skills.
• Proficiency with data management, reporting, and outcome tracking.
• Competence in electronic health records (EHR) and digital communication platforms.
• Proficiency in basic computer skills and ability to operate a computer for up to 90% of the shift.

Abilities

• Inspire and mentor Team Managers toward excellence in service delivery.
• Balance strategic oversight with hands-on operational leadership.
• Collaborate effectively with executive leadership, community partners, and stakeholders.
• Model Astra's trauma-informed, person-centered, and recovery-oriented values.
• Demonstrate flexibility, composure, and integrity in complex, fast-paced environments.
• Ability to work independently and motivate others.

SUPERVISORY RESPONSIBILITIES

Key supervisory responsibilities include:

Team Leadership

• Provide clear direction and guidance to team members
• Set and communicate team goals and performance expectations
• Foster a positive and collaborative work environment

Performance Management

• Conduct regular performance evaluations
• Provide constructive feedback and coaching
• Identify areas for improvement and implement development plans

Resource Allocation

• Assign tasks and projects to team members based on skills and workload
• Manage team schedules and deadlines
• Ensure efficient use of resources and budget

Decision Making

• Make sound decisions regarding team operations and personnel matters
• Resolve conflicts and address issues within the team
• Contribute to departmental strategic planning

Communication

• Facilitate effective communication within the team and with other departments
• Conduct regular team meetings and one-on-one check-ins
• Report team progress and issues to upper management

Hiring and Training

• Participate in recruitment and selection of new team members
• Oversee onboarding and training of new employees
• Identify and coordinate ongoing training opportunities for team development

Compliance and Safety

• Ensure team adherence to company policies and procedures
• Maintain a safe work environment and enforce safety protocols
• Stay updated on relevant industry regulations and standards

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5+ hrs/day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5+ hrs/day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day)

Physical Demands Lift/Carry

Stand (F) 10 lbs. or less (F)

Walk (F) 11 – 20 lbs. (O)

Sit (F) 21 – 50 lbs. (O)

Manually Manipulate (O) 51 – 100 lbs. (O)

Reach Outward (O) Over 100 lbs. (O)

Reach Above Shoulder (O)

Climb (O) Push/Pull

Crawl (N) 12 lbs. or less (F)

Squat or Kneel (O) 26- 40 lbs. (O)

Bend (F) 41 – 100 lbs. (N)

Other Physical Requirements:

• Ability to sit, stand, and move about for extended periods.
• Visual and auditory acuity sufficient for communication and supervision.
• Ability to lift up to 25 lbs (occasionally up to 50 lbs with assistance).
• Ability to travel locally for meetings, site visits, and outreach.
• Tolerance for occasional high-stress situations requiring calm and thoughtful leadership.
• Perform physical abilities; including but not limited to the following: mobility, agility, strength, dexterity, balance, coordination, endurance, lifting, excessive standing and walking, exposure to extreme temperatures.
• Must be at least 18 years old.

WORK ENVIRONMENT

The Program Manager of Community Based Services (Traditional Services) works within Astra's administrative and program sites and maintains frequent interaction with multidisciplinary teams across service lines. The environment is collaborative, mission-driven, and dynamic, requiring adaptability and reflective leadership.

This position embodies Astra's commitment to comprehensive, trauma-informed, and integrated care under the CCBHC model, ensuring clinical excellence and equitable access for all individuals served.