Job Description

Job Title: Senior Program Director

Department: Community Living

Reports To: Sr. Vice President of Community Living

Supervises: Program Director(s) and Sr. Program Manager(s)

FLSA: Exempt

SUMMARY

The Sr. Program Director is a critical team member responsible for ensuring the overall operations and quality of the Community Living Department. The Sr. PD is responsible for overseeing the quality assurance of the Community Living department's daily operations, the programs compliance, and adhering to the fiscal budget. The PD will collaborate with other departments within LU to oversee timely completion of Community Livings data, processes, and systems; will ensure agency policies and procedures and state standards are met within the program, and drive corrections and changes within the department as needed. The role includes supervising, the Program Directors, Sr. Program Manager(s), managing transitions for new support teams and residential placements and ensure each PDs caseload is operating within LU Standard and DMH Compliance. Additionally, the Sr. Program Director will cover Program Director(s) and Sr. Program Manager(s) caseloads in their absence, will work with the Sr. VP of Community Living and facilitate various departmental and agency-wide meetings.

BASIC FUNCTIONS AND GENERAL RESPONSIBILITIES:

QUALITY- Ensure exceptional quality

• Establish and maintain close working relationships with all stakeholders.
• Responsible for ensuring that the Community Living Program functions with highest quality standards.
• Works with Community Living Program Directors and Sr. Program Manager(s) to develop action plans that focus on improving quality and efficiency of services provided by the Community Living program.
• Will work with the Quality Assurance and Health Team to ensure daily operations are met as outlined in DMH and LU policies and procedures which includes but is not limited to:

A. Reviews IDT Dashboard and work with the responsible Community Living Teams to ensure the caseload/department is positively trending in the following areas which is not limited to:

i. Emergency Drills- Will work with PD to ensure all plans of actions identified are met within POA Tracker.

ii. Medical Appointments and Documentation- Will utilize Quarterly Review tracker to ensure appointments scheduled for the quarter are completed. Will work with the responsible team (TSHC, HC, RN, PM, and PD) to ensure training, support, and/or coaching is provided for any appointments reflecting on the IDT data.

iii. MAR documentation- Will work with the team(s) to determine a plan of action which includes but not limited to ensuring training, support and/or coaching is provided for locations whose data shows 50% or over out of compliance for “Overdue” or “Over 60” medications/treatments.

iv. GERs- Will submit EMTs for any outstanding GERs to ensure DMH timelines. Will work with the appropriate team(s) to determine a plan of action which includes but not limited to ensuring training, support and/or coaching is provided so 7-day timeline is met.

v. Any additional items added to the IDT Dashboard.

B. Completing annual audit of individuals Therap Records to ensure

i. Individual Data forms are updated

ii. Annual Releases are available

iii. Demographics page is completed to its entirety

iv. Contact Lists is current

C. Ensure all documentation is compliant with all applicable laws, rules, and regulations

vi. Ensure confidential and health related records are kept secured within the home

• Responsible for quarterly audits for the Community Living Department which includes but is not limited to:

A. PM Monthly Checklist(s) and PM Log Audit- ensuring PM Checklists including PM Logs are completed (as per Quarterly Audit Log) and any concerns resolved

B. PD Quarterly Checklist Audit- ensuring PD Checklists are completed as per Quarterly Review Log.

C. Variance Audit- ensuring data provided is accurate and Variance Report is ready for the Finance Department.

• Complete annual ISP’s and Addendums review on Community Living individuals to remain current with their services and goals.
• Conduct quarterly meetings with the Program Directors regarding caseload specific topics which includes but not limited to:

A. Individuals progress towards goals- ensure ISP goals are implemented

B. Caseload audit outcomes/findings

C. Develop a plan to address any negative trends

• Completes quality checks on a semi-annual bases of each residential service location and provides feedback to team on areas of improvement and deadlines for completion.
• Reports unresolved APTS over 45-days to VP and ensures any deficiencies noted from service monitoring, to include APTS, and the health and safety team are resolved.

GROWTH- Lead program growth, expansion, and improved efficiencies

• Meet strategic planning goals, objectives, and outcome measures for the caseload under their supervision
• Ensure vacancies are less than 10% and strive for the constant growth and expansion of new individuals in the Community Living Department
• Collaborate with Intake Team, Program Director(s) and Sr. Program Manager on site development, roommate matching, and individual staffing needs, to ensure a smooth transition to community living services. Complete required PD tasks for intake within established timelines.
• Work with the Recruiting Department to ensure positions needed for newly established ISLs are filled prior to its opening to minimize and/or avoid overtime for new location(s).
• Provider oversight and assistance for new individuals moving into existing locations to ensure a smooth transition and satisfaction for the new and existing individual served, their guardians, family, and SC.

FINANCIAL STRENGTH- Make strong financial decisions

• Complete monthly audits with of PD caseload(s) to ensure it operating within Variance

A. Ensure each PD caseloads operate within approved ISL budgets/staffing pattern and/or DMH ratios to reduce over or under staffing.

i. Ensure each ISL is operating within 100% variance- overages are billable or justifiable explanation on the overage.

ii. Ensure each Group Home is operating within approved DMH ratio- works with team(s) who are not providing the minimal staffing requirements.

B. Review caseloads Workforce Schedule (monthly) to ensure all vacant positions is posted on the Master Job Req Tracker

iii. Identify locations/staff needing OT over 60-hours

iv. Identify shift and reason for team members working over 60-hours per week (i.e.: open position, team member on LOA, etc.)

v. Work with PM/PD to verify shift openings to ensure all open positions are listed on the Master Job Req

vi. Work with the team (DSPs, TS, PM, and PD) to determine team members that can assist with reduction in overtime

• Ensure department attendance is accurately submitted to the finance department by the established timelines.
• Complete semi-annual audits on all CL individuals finance accounts and ensure funds are accounted for according to agency policy.

A. Financial Audits review- ensuring information provided by the Finance Teams audits are resolved within the quarter.

B. Meet with Program Directors to ensure findings from quarterly financial audit has been resolved.

• Complete and supports department in ensuring the payroll approving process is completed within established timelines.
• Responsible for quarterly fiscal reviews of CL department with VP and CPO

TEAM BUILDER & SUPERVISION- Ensure all programs are adequately staffed and all team members are well-trained and supported in their position.

• Provide 24-hour on-call support to Program Director(s) and Sr. Program Manager(s) to address individual and staffing emergencies. When unable to provide this support due to PTO, ensure team is notified of the temporary coverage providing this support.
• Responsible for ensuring the Community Living Program Directors and Sr. Program Manager(s) are adequately staffed, trained, compensated, and supported for success.

A. Will provide direct supervision of all assigned PDs and Sr. PMs and ensure job duties assigned are completed within established timelines.

B. Works with Community Living Teams to ensure staff understand their roles, are held accountable for their objectives and obligations, and meet training requirements.

C. Conduct annual performance reviews for the Program Director(s) and Sr. Program Manager(s).

i. Supports Program Directors in completing annual performance reviews within established timeline.

• Anticipate staffing needs and works with Human Resources to create a strategy for reducing overtime and turnover.

A. Works with Human Resources and Community Living team to ensure correct hiring processes and personnel policies are followed

B. Works with Teams to identify strategies to reduce overtime for locations where staff are scheduled for over 20-hours per week of overtime.

COMMUNICATION- Foster strong communication within and between all programs and the overall organization.

• Ensure information is relayed throughout all levels of programs in a way that builds team, and all team members receive the information needed.
• Establish and maintain close working relationship with all stakeholders, including families/guardians, funders, and referral agencies, and solicit regular feedback for quality improvement. Call guardians/important persons quarterly for a quality/satisfaction check. Document concerns and ensure a plan of action to address concerns is created and completed timely. Communicate resolution of concerns back to guardian/important persons.
• Responsible for timely and ongoing communication with Life Unlimited Inc. teams.
• Interact in a professional manner with agency staff and internal/external stakeholders, funding/referral agency representatives to promote high quality care for all individuals.
• Maintains open and consistent communication with individuals, families/guardians, other health-care providers and regulatory oversight agencies (DMH, DHSS, etc.).
• Participate in leadership meetings, administrative team meetings, health and safety meetings and ad hoc team projects as assigned.
• Leads regularly scheduled team meetings to review program issues, discuss program progress and address program training needs.
• The ability to effectively and efficiently use computers or mobile devices to input, access, modify, or output information. This includes the ability to quickly access, store and retrieve data.
• All Other Duties as Assigned

CORE COMPETENCIES:

• Must possess good communication skills both orally and in written form.
• Must have a desire to manage a team of staff supporting individuals with developmental disabilities and advocate for them in any possible way.
• Must possess self-motivation, initiative and independence to work without direct supervision.
• Must be flexible, reliable, dependable and possess the ability to de-escalate crisis situations.
• Must be able to manage and embrace change, look for ways to improve own performance and accept feedback.
• Must be willing to accept challenges of a 24-hour support system and provide aid to program team(s) in crisis’s which includes but is not limited to: addressing individual and/or staffing emergencies.
• Ability to plan and prioritize in order to meet deadlines.
• The ability to effectively and efficiently use computers or mobile devices to input, access, modify, or output information. This includes the ability to quickly access, store and retrieve data.
• Must be willing to perform duties that are assigned outside of this job description.

Physical Expectations

This position requires extended periods of walking and standing with some periods of sitting – depending on the needs and activities of the individuals supported. It may require light to heavy lifting and occasional stooping, kneeling, bending, and/or climbing stairs again depending on the needs of the individual supported. The position will require occasional physical intervention if confronted by a person displaying combative or potentially dangerous behavior.

Working Conditions

Office/home environment with noises from appliances, office equipment, and facility/maintenance team. May be exposed to blood borne pathogens and/or infectious diseases.

May be expected to work 5 days per week in the office.

QUALIFICATIONS

• Bachelor’s Degree in a Human Service Field preferred
• Minimum of 5 year’s management experience with one (2) of those years working with individuals with developmental disabilities strongly preferred.
• Must obtain and maintain training and certification in all required areas such as Abuse/Neglect, CPR, First Aid, Level I Medication Administration, Positive Behavior Supports, MANDT and MANDT Advanced Technical Skills.
• Background in the skills of developmental, implementation and the writing of teaching strategies.
• Must have reliable personal vehicle for transporting clients.
• Must obtain a Class E driver’s license during new hire orientation– must carry minimum coverage applicable by law for auto insurance
• Must Receive Seasonal Flu Vaccination

Equal Opportunity Employer