Program Manager

Oak Hill has been enhancing the lives of people with disabilities since 1893! We invite you to join our team of highly committed professionals. Founded in 1893 by trailblazer and visionary, Emily Wells Foster, Oak Hill has over 129 years of experience providing the highest quality services to people with varying disabilities. Oak Hill sets the standard, partnering with people with disabilities, to provide services and solutions promoting independence, education, health, and dignity.

COMMUNITY PROGRAMS JOB DESCRIPTION
PROGRAM MANAGER
GENERAL PURPOSE
The Program Manager is responsible for the management of the day-to-day operation of an assigned location. This individual provides administrative support, including personnel management and planning, development and supervision of programs and services and maintains processes for all contractual agreements and licensing regulations, including but not limited to: Department of Developmental Disabilities (DDS), Department of Children and Families (DCF), Intermediate Care Facilities (ICF) and Oak Hill policies and procedures for their location. Program Managers provide support to the Program Director with responsibility for their assigned location, becoming familiar with each location and coordinating responsibilities such as response to after hour calls, including evenings, weekends, and holidays, on a rotating on-call basis, and as needed, in keeping with Oak Hills mission and core values.

CRITICAL WORKFLOWS AND INTERDEPENDENCIES
The Program Manager reports to a Program Director or Program Coordinator. This position involves supervision of direct support staff. They may also have contact with other service providers, individuals, parents, guardians, supervisors and department heads, other Oak Hill employees, labor union representatives, behaviorists, speech language pathologists, physical therapist, psychiatrists, doctors, state and federal regulators, vendors, suppliers and other internal and external parties.

The Program Manager role is one in which individuals interact with employees at all levels and works closely with administration, parents and guardians, outside agencies, the union, employers and other individuals in the community, in a visible, demanding regulated, policy and procedurally driven environment where financial resources are limited and there is constant oversight by internal and external parties.

TARGET OUTCOMES/MEASURES OF SUCCESS

• High quality person-centered, culturally relevant services.
• Program individual, family, DDS and related outside agencies satisfaction with the quality of service.
• Increased attraction and retention of high-quality staff.
• Increased teamwork and collaboration.
• Employee engagement and satisfaction.
• Cost effective use of resources.
• Improve Oak Hill brand as employer of choice.
• Reduced turnover.
• Increase in services and individuals.
• Accomplishment of Oak Hill vision and mission.

DUTIES AND RESPONSIBILITIES

1. In collaboration with the Program Director, manages all aspects of the day-to-day operations of assigned location(s). Becomes trained and maintains training in each location to provide support.
2. Provide direct support as needed to meet programmatic need.
3. Becomes familiar with the individuals in their assigned location(s); participates in defining goals and objectives for assigned location(s); plans, implements and evaluates programs, services and activities in collaboration with the Program Director or Program Coordinator and other members of the Planning and Support Team (PST); ensures services meet individuals’ needs; coordinates and participates in all individual related meetings; ensures that program operations comply with state and federal regulations, Oak Hill policies and procedures and with health and safety regulations.
4. Ensures that the locations’ physical environment meets required regulations, including a clean, safe, and homelike atmosphere; supports the process for all contractual agreements, including Department of Developmental Disabilities (DDS), Department of Children and Families (DCF), Intermediate Care Facilities (ICF) and Oak Hill policies and procedures.
5. Provides supervisory oversight, guidance, and support to direct care staff, performs related administrative duties and acts as liaison with parents, guardians and outside agencies in keeping with the Oak Hill mission and core values.
6. Monitors medical and health needs in collaboration with the Group Home Nurse Coordinator to ensure medical needs are being met; schedules medical, dental and psychiatric appointments; ensures adequate supplies of standing order medications; ensures adequate First Aid and OSHA supplies; ensures dietary needs are met in consultation with dietician; ensures adequate supplies of food and water; monitors water and heat temperatures in accordance with Department of Developmental Disabilities.
7. Coordinates and participates in IP/OPS/IDT/IEP meetings for each resident, ensures that quarterly reports are received from the recreation therapist, social worker, speech therapist and other professionals, and completes or ensures completion of assessments prior to OPSs.
8. Acquires and maintains an adequate supply of paper goods, office supplies, cleaning agents and other household items of this nature, following procedures in place.
9. Organizes, supervises, and documents fire and evacuation drills, arranges annual servicing of all fire extinguishers, oversees maintenance of alarm and sprinkler systems, reporting problems as necessary, ensures annual Fire Marshall inspection, following Oak Hill policy; ensures that staff are familiar with, and able to carry out these procedures in a timely and efficient manner in the event of an emergency, and to meet licensing standards.
10. Maintains communication with the Transportation Manager regarding the maintenance, registration, and insurance of group home vehicles, arranges for 30-day safety checks on group home vehicles.
11. Directs the overall maintenance of the group home, including monthly preventive maintenance, ensuring hygienic conditions, reporting malfunctioning equipment and the need for repairs, monitoring lawn care needs, snow removal, rug, drapery or furniture cleaning or replacement, in order to ensure that the physical site and equipment are maintained in good condition, and program participants and staff safety is assured.
12. Develops routines, schedules and procedures for the group home; assists in recruitment; hires and evaluates staff; prepares and conducts site-specific in-service trainings; develops staff; monitors training and certifications; schedules staff; assigns staff responsibilities and activities; leads and mentors direct support staff providing guidance and direction; manages conflicts and disciplinary issues; arranges and facilitates staff meetings; maintains and reviews records including training and licensing records; manages time off requests in accordance with Oak Hill policies and procedures; oversees the daily workflow management of the home/location; maintains communication with direct support staff; develops and maintains sound employee relationships and an effective work environment conducive to job satisfaction within the home/location; holds one to one and supervisory meetings with staff; completes annual job performance evaluations of direct support staff.
13. Monitors the operating budget for the group home, maintains financial records including incoming funds, receipts, paychecks, personal and household expenditure; writes monthly reports; assists in preparing proposals for funding for additional programs; purchases or supervises the purchase of food, supplies and equipment; manages inventory; assists in defining and monitoring a crisis management plan, including emergency procedures; uses relevant technology to complete work goals; ensures that the physical site and equipment are maintained.
14. Participates in the ICF, IPR-UR, and DDS inspection process, assists the Program Director in completing quality indicator in preparation for inspection, and attends exit interviews following such inspections.
15. Prepares Program Review Committee packet (PRC), with the assistance of the RN and Behavior Specialist, attends committee meetings, and presents the PRC packet to the committee for approval.
16. Collaborates with the management team in the implementation of new or revised programming in compliance with the mission and vision of Oak Hill.
17. Attends educational workshops, reviews professional publications, establishes professional networks, participates in professional societies to maintain professional and technical knowledge. Maintains current knowledge of program development trends and other issues that may impact individuals and programs and seeks out opportunities to advance personal knowledge that may positively impact the services provided by the organization.
18. Represents Oak Hill in a positive and professional manner when interacting with individuals, co-workers, families, outside agencies and others in the community; ensures that all actions, activities and decisions are aligned with Oak Hill vision and values; creates a welcoming, attractive, person-centered, culturally aware environment for individuals and staff.
19. All other duties as assigned.

QUALIFICATION REQUIREMENTS
Bachelor’s degree in human services or related field and experience working with people with disabilities in a supervisory role. Master’s degree in a related field and at least three (3) years of experience working with people with disabilities in a supervisory role preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated leadership in assessing and planning to meet the needs of individuals with disabilities.
• Excellent “client-customer” related, time-management, organization, planning, diplomacy, professionalism and presentation skills.
• Demonstrated knowledge and skills in the use of computers/computer software.
• Knowledge and understanding of current regulations to operate community programs licensed and monitored by DDS, and the ability to implement them.
• Demonstrated management skills and ability to educate, motivate and supervise professional and support staff.
• The ability to define/assess problems, collect data, establish facts and draw valid conclusions.
• The ability to work well under pressure, to cope with stress and to maintain composure.
• The ability to be flexible and dependable. The ability to maintain a sense of humor.
• The ability to interact professionally with staff, consultants, community service providers, agency representatives, parents, guardians and the public.
• Ability to communicate well, verbally and in writing, including the ability to respond to routine inquiries or complaints from regulatory agencies or any individual with whom the agency does business and ability to present information effectively to individuals or groups.
• Demonstrated ability to make decisions using good judgment.
• Ability to be flexible and be on call 24 hours, 7 days per week.
• Ability to successfully complete and maintain training leading to Medication Certification, certification for Emergency First Aid, Cardiac Pulmonary Resuscitation (CPR), Physical Management Training (PMT), Passenger Assistance Training (PAT), Back Safety and all other training related to program participant care.
• Ability to meet the requirements for Connecticut Driver’s License endorsements as specified by State law or Oak Hill policy.

PHYSICAL DEMANDS
Persons in this job must possess the physical and emotional health needed for effective and efficient completion of duties. Persons in this job are likely to be required to perform lifting and transferring activities and may be required to restrain residents/program participants; may be exposed to risk of injury.

The following physical activities are performed in this job within the frequency listed:
Sitting: occasionally Driving: frequently
Walking: frequently Hearing/listening: frequently
Grasping: occasionally Keyboarding: frequently
Speaking: frequently Using hands/fingers: frequently
Standing: frequently Balancing: occasionally
Working Inside: frequently Working Outside: occasionally
Kneeling: occasionally Moving around: frequently
Seeing: close, constantly Reaching: occasionally Climbing: occasionally Restraints: occasionally
Blocking: occasionally Using equipment: occasionally
Repetitive Posture: frequently Lifting: occasionally
Squatting, Stooping, Bending, Twisting: occasionally
Weight Bearing Activities: 0 – 50 lbs. occasionally
Pivot: 75 lbs. – 90 lbs. Transfer: 75 lbs. – 90 lbs.
Keyboarding: occasionally

WORK ENVIRONMENT
Exposure to biological, mechanical and electrical hazards Low
Chemicals (household cleaners, pesticides, paint) Low
Odors, Mold, Dust, Fumes Low
Noise Level Low
Low to Moderate Weather: exposure to marked changes Low
Muscular Strain/Physical Injury Low
Communicable Diseases Low

Program Manager
Paygrade 19
Non-Union, Exempt, Salaried, Bi-weekly
Modified: 7/2020, 12/10/20

The statements above are intended to describe the general nature and level of work being performed by the people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties, knowledge and skills required of employees so classified. While this job description is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary.
Employee Signature: Date: ___________________
Note: Employee signature required upon initial review and acknowledgement of job requirements at hire, updates and revisions of essential job functions and/or performance reviews as necessary.

We support equality for and advancement of all people, based on their qualifications and actions alone, without regard to color, gender, age, religion, national origin or disability.

An Equal Opportunity Employer.

Salary : $52,000 - $65,800