Overnight Assistant Program Manager

at  Catholic Charities Community Services

DESCRIPTION

Summary: The Overnight Assistant Program Manager is responsible for the direct oversight of the residential program to which he/she has been assigned as their primary work site, and any residential program which requires additional leadership support for any unspecified period of time. Program oversight responsibilities include but are not limited to maintaining a full program census, delivering restorative services according to resident service plans, maintaining acceptable health and safety standards for office and program spaces (including bedrooms and apartments), supervising staff performance and facilitating program improvement. The Assistant Program Manager also supervises program activities such as skills groups for clients, recreation and socialization events, and all other programmatic interventions. All responsibilities noted below are applicable to the Overnight Assistant Program Manager’s primary work site as well as any additional programs the individual is assigned for coverage.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Oversee all program operations.
• Directly supervises program staff. Conducts individual supervision meetings with staff. Conducts in- service training as needed to ensure all staff are properly trained.
• Monitor compliance with all applicable safety and health code requirements and takes appropriate and immediate action to address high risk situations.
• Work with residents to help them follow psychiatric and medical plans and approves individual service plans for each resident. Integrates multidisciplinary services with on-site care. Facilitates and/or participates in case conferences.
• Maintain case records in accordance with regulatory requirements; reviews individual case records and signs off on documentation as indicated. Ensures all paperwork and documentation is completed in a timely and thorough manner.
• Monitor submission of progress notes on a daily basis, reviews quality of documentation, and ensures such meets all regulatory standards (and where applicable, billing requirements). Submits all internal reports regarding progress notes and (where applicable, billing), as required.
• Conduct internal audits of clinical case records, financial records, and all other program documentation to ensure compliance with city, state, and federal regulations. Responsible for maintaining all program licenses, accreditation and certifications.
• Monitor compliance with site’s quality assurance plan and reports on the status of compliance efforts.
• Investigate and address resident complaints and grievances, as needed.
• Review untoward incidents reports and directs follow-up of incidents.
• Assist with writing staff MEMOS and Disciplinary Action to promote culture of accountability.
• Prepare written correspondence and notifications on resident related issues.
• Keep Administrators and Managers aware of significant events and issues within the program.
• Maintain productive working relationships with provider groups and referral sources.
• Collect, prepares, checks, and submits all payroll materials within designated time frames.
• Adhere to, and facilitates adherence of all staff, to all CCCS and Department policies and procedures.
• Enforce terms and conditions outlined in client agreements, and where applicable - Leases and Lease Riders.
• Facilitate replenishment of program supplies and maintains inventory for such, as needed.
• Assist with maintenance related issues, including repairs, preventative maintenance, and work by outside vendors in the program office and where applicable - apartments.
• Perform other duties, consistent with the goals and objectives of the program, as assigned by Administration.

QUALIFICATIONS:

Education and/or experience required:

• Bachelor’s Degree in a mental health discipline required.
• Computer literate with basic knowledge of Microsoft Office and Excel Spreadsheets.
• Four years of experience working with the mental health and/or substance use population required.

SKILLS, LICENSES, AND/OR COMPETENCIES REQUIRED:

• Excellent judgment
• Excellent clinical assessment skills
• Excellent oral and written communication skills
• Excellent organizational, time management and planning skills.
• Excellent knowledge of social service delivery systems and local resources
• Ability to lead.
• Ability to problem solve
• Ability to think critically
• Ability to work proactively
• Ability to think strategically
• Ability to work independently
• Ability to engage and relate to residents
• Ability to maintain professional boundaries
• Ability to manage and minimize agency risk
• Ability to appropriately assess and respond to crises
• Ability to demonstrate flexibility, creativity, and initiative
• Ability to appropriately assess and respond to systems issues
• Ability to handle multiple tasks and shift between responsibilities
• Ability to teach, train, and supervise others in a supervisory capacity
• Ability to work effectively with others and demonstrate conflict resolution skills

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Oversee all program operations.
• Directly supervises program staff. Conducts individual supervision meetings with staff. Conducts in- service training as needed to ensure all staff are properly trained.
• Monitor compliance with all applicable safety and health code requirements and takes appropriate and immediate action to address high risk situations.
• Work with residents to help them follow psychiatric and medical plans and approves individual service plans for each resident. Integrates multidisciplinary services with on-site care. Facilitates and/or participates in case conferences.
• Maintain case records in accordance with regulatory requirements; reviews individual case records and signs off on documentation as indicated. Ensures all paperwork and documentation is completed in a timely and thorough manner.
• Monitor submission of progress notes on a daily basis, reviews quality of documentation, and ensures such meets all regulatory standards (and where applicable, billing requirements). Submits all internal reports regarding progress notes and (where applicable, billing), as required.
• Conduct internal audits of clinical case records, financial records, and all other program documentation to ensure compliance with city, state, and federal regulations. Responsible for maintaining all program licenses, accreditation and certifications.
• Monitor compliance with site’s quality assurance plan and reports on the status of compliance efforts.
• Investigate and address resident complaints and grievances, as needed.
• Review untoward incidents reports and directs follow-up of incidents.
• Assist with writing staff MEMOS and Disciplinary Action to promote culture of accountability.
• Prepare written correspondence and notifications on resident related issues.
• Keep Administrators and Managers aware of significant events and issues within the program.
• Maintain productive working relationships with provider groups and referral sources.
• Collect, prepares, checks, and submits all payroll materials within designated time frames.
• Adhere to, and facilitates adherence of all staff, to all CCCS and Department policies and procedures.
• Enforce terms and conditions outlined in client agreements, and where applicable - Leases and Lease Riders.
• Facilitate replenishment of program supplies and maintains inventory for such, as needed.
• Assist with maintenance related issues, including repairs, preventative maintenance, and work by outside vendors in the program office and where applicable - apartments.
• Perform other duties, consistent with the goals and objectives of the program, as assigned by Administration

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Assess and work in varied environmental conditions.
• Work with clients who require consistent and comprehensive support.
• Remain stationary at a workstation and use a computer, and sit in meetings at least 65% of the time.
• Walk site (s) to inspect environment, stand in place, and bend and lift small items, 35% of the time