Program Manager

Job Description

Program Manager

Echoing Hope Ranch (EHR) is searching for the newest member of our team! Join a team that is dedicated to providing Growth, Discovery & Lifelong Learning to teens and adults with autism and other developmental disabilities. The Program Manger (PM) is responsible for the implementation, management, supervision, monitoring and evaluation of the programs to ensure compliance in accordance with established standards.

The PM reports directly to the Chief Operating Officer (COO), and serves as part of EHR’s Management Team, working alongside the Office Manager, Development and Marketing Manager, and Ranch Manager. They are responsible for managing the services delivered to a set of programs, and the operation of programs including organization and implementation of direct supports, person-centered planning and implementation, health care, advocacy, stakeholder relations, regulatory compliance, staffing, training, financial management and maintenance of the physical environment.

About Us:

Echoing Hope Ranch’s mission is growth, discovery and lifelong learning in safe and respectful homes and communities for adults and teens with autism and other developmental disabilities. The guiding philosophy of Echoing Hope is to acknowledge each person as a dynamic human being and to help these people build as full and satisfying life as possible. Each individual with autism has a unique set of skills and strengths. Identifying these strengths, developing them and putting them to good use creates a greater quality of life for these individuals, whether that is the pride and comfort of taking care of and living in a comfortable home, participating in a social environment, or contributing through volunteering or working in their community.

GENERAL JOB REQUIREMENTS

All employees of EHR are required to follow all agency policy and procedures and comply with all required initial and ongoing training requirements. In addition, all employees are expected to follow the code of conduct, mission vision and values of EHR, as well as meet the basic expectations of the job that include the following:

Has the ability to work effectively with others.

Behaves in a professional and ethical manner that is open and honest.

Provide excellent customer service, through positive and friendly interactions, to co-workers and individuals who receive services.

Is flexible and open to change.

Respond to issues and concerns from stakeholders and co-workers quickly and proactively.

Provides constructive feedback and suggestions to improve the quality of services and operations at EHR.

Behaves in a manner that is caring and supportive of individuals receiving services and co-workers.

Does what it takes to support the individual in the best way possible.

Adheres to the principles of Person-Centered Thinking.

Embraces the EHR core values.

Leads effectively using the principles of Servant and Participatory Leadership.

ESSENTIAL JOB FUNCTIONS

To perform this job successfully, an individual must be able to satisfactorily perform each essential function listed below:

Staff Management: Oversees implementation of human resource practices including recruitment, retention, training, scheduling, processing, record keeping, and management of program employees;

Recruitment & Hiring:

Participates in the recruitment and interviewing of all staff;

Hires direct staff members in consultation with the COO; and approves the hiring of direct support professionals and other indirect staff members.

Meetings & Training:

Organizes and implements on-site orientation and training for assigned programs; and monitors training compliance and documentation;

Conducts monthly staff meetings; attends weekly management team meetings.

Employee Scheduling:

Designs and monitors schedules to assure that all shifts are covered;

Monitors and minimizes overtime.

Performance Evaluation:

Conducts annual performance evaluations for direct reports in consultation with the COO;

Reviews and approves annual Direct Support Professional and other staff member’s performance evaluations.

Coaching and Discipline:

Coaches employees, correcting or directing employee behavior where required;

Ensuring that any issues are put into writing, after the first verbal warning, and any “points” the staff have earned have been properly accounted for and documented;

May recommend and participate in decisions regarding discipline and termination in consultation with the COO and Human Resources.

Employee Safety:

Responsible for employee safety and workers’ compensation programs;

Monitors compliance; and assists in returning employees to work;

Implements, oversees, and trains employees about safety.

Program Management: Manages the implementation of program planning; monitors delivery of services and supports; ensures services are consistent, engaging and relevant to the individuals served.

Program Planning:

Attends or oversees the person who attends regular planning meetings;

Trains and assists appropriate staff members with implementation of plans across all shifts.

Records:

Periodically audits individual records and other program documentation for accuracy and completion.

Program Team Meetings:

Conducts progress meetings and (quarterly, annual and/or other) reviews as appropriate or determined by the interdisciplinary team;

Provides and approves written and progress reviews.

Compliance:

Oversees licensing compliance for program services and supports;

Ensures timely and accurate program documentation;

Performs and manages audits in coordination with state agencies when requested;

Implements compliance plans; and manages individual rights implementation;

Ensures we are always in compliance with FOCUS.

Management of Individuals’ Assets:

Implements system and oversees management of individual’s funds and property, assuring safety and accuracy; audits, monitors and reviews individual’s financial accounts.

Stakeholder Relations:

Maintains productive and professional relations with individuals, families, support coordinators, case managers and other stakeholders;

Provides regular communication to stakeholders; and acts as point of contact for all stakeholders;

Implements and monitors satisfaction improvement plans.

Incidents:

Implements proactive strategies to reduce or eliminate serious incidents;

Takes immediate steps to correct potential safety concerns and limit the potential for continued concern or incident;

Reviews all incidents and directs appropriate response; ensures timely incident reporting; and signs and submits all incident reports as required.

Health Care: Oversees implementation of individual health care planning; implements strategies to limit illness or serious incident; oversees and reviews health care documentation.

Appointments:

Oversees coordination of health care appointments and monitors individual attendance.

Medications:

Oversees system for medication administration, documentation and security;

Reviews documentation for accuracy and completeness;

Assures all applicable employees are certified or trained in medication administration.

Medical Supplies and Equipment:

Approves purchases of medical supplies and equipment; and ensures training on proper use to all employees.

Dietary planning:

Monitors food service in accordance with dietary plans and to meet regulatory compliance;

Ensures consideration for special needs, occasions and individual choice.

Finance: Responsible for the financial performance of the program, from billing to staff budgets, as well as reviewing and approving purchases

Purchasing:

Approves purchase of food, supplies and equipment; and reviews and monitors monthly invoices for accuracy and budgetary compliance.

Attests to company credit card statements and monthly invoices in accordance with company policy.

Billing and utilization:

Oversees adherence to allotted billing units, attendance information or other required documentation to assure accurate billing;

Monitors utilization between authorization and provision of services and supports;

Works hand-in-hand with billing specialists to ensure accurate billing.

Staffing:

Monitors staffing hours for budgetary compliance.

Growth:

Maximizes available units, average daily attendance and utilization;

Oversees the admission of new participants across all programs;

Participates in expanding existing programs, and implementing new licensing and programs.

Maintenance: Oversees the maintenance and cleanliness of the program’s facilities.

Housekeeping:

Monitors and implements strategies to assure neat, clean, and safe program environments (internal and external);

Ensures age appropriate and aesthetic decoration.

Maintenance and Repair:

In tandem with the Ranch Manager, oversees the environmental safety program; establishes preventive maintenance schedule; maintains furnishings, equipment and facilities in good repair and compliant with regulatory standards.

Supervisory Responsibilities:

Manages the direct or indirect staff members of the program including performance evaluations, scheduling, orientation, and training.

Makes recommendations and/or decisions on employee hires, transfers, promotions, salary changes, discipline, terminations, and similar actions.

Resolves employee problems within position responsibilities.

Manages timekeeping and payroll for direct reports, and is responsible to ensure direct reports do the same.

Competencies:

Ethical Behavior: Ensures that personal behavior and the behavior of others is consistent with EHR standards and aligns with the values of EHR.

Build relationships: establish and maintain positive working relationships with others.

Communicate effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

Creativity/Innovation: Develop new and unique ways to improve operations of programs and to create new opportunities.

Focus on needs of the individuals we serve: Anticipate, understand and respond to the needs of the supported individual to meet or exceed their expectations within program parameters.

Foster Teamwork: work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance supports.

Lead: Positively influence others to achieve results that are in the best interest of EHR.

Make Decisions: Assess situations to determine the importance, urgency and risk, and make clear decisions which are timely and in the best interest of the person served and/or EHR.

Organized: Set priorities, develop a work schedule, monitor progress towards goals and track details.

Plan: Determine strategies to move programs forward, set goals, create and implement action plans and evaluate the process and results.

Other:

Attends meetings as needed, inside and outside the agency;

Performs other related duties and activities as required.

Minimum Knowledge and Skills required by the Job

The requirements listed below are representative of the knowledge, skill, and/or abilities required to perform the job:

Education and Experience:

Bachelor's degree

Two to three years of related experience in the Human Services Industry (preferred).

Three or more years of related experience within the AZ Department of Developmental Disabilities (preferred).

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Certificates, Licenses, and Registrations:

Current driver's license, car registration and auto insurance if driving on the behalf of the Agency or providing transportation to individuals receiving services.

Licensure as required by state, or ability to obtain it (First Aid, CPR, Article IX, Prevention and Support).

Ability to pass a background check, and to obtain a fingerprint clearance card.

Other training and/or certification per state requirements and/or EHR.

Working Environment:

Will work a flexible schedule to involve daily contact with persons served, their staff, and program leads.

Work in our main office, as well as in all locations where services are provided.

Must be flexible for evening, nights and weekends, and act as on-call for assigned times.

May have to physically assist individuals during emergencies.

Other Requirements:

Travel as needed.

Physical Requirements:

Medium Work. Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Benefits:

Salary: Commensurate with experience

Paid time Off: 80 hours per year (with future increases)

Paid Sick Leave: 1 hour earned for every 30 hours worked

Paid Holidays: New Years, Independence Day, Labor Day, Thanksgiving, Christmas

Other: Opportunity to travel to conferences, personal and professional development