Program Manager Jobs in Pennsylvania

SUMMARY:

The Program Manager (PM) oversees and manages up to five (5) Community Living Arrangement (CLA) homes under Pennsylvania Office of Developmental Programs (ODP) 6400 regulations, supporting individuals who have intellectual and developmental disabilities (IDD), complex medical needs, physical disabilities, and mental illness. The PM manages all aspects of the home(s) during their assigned shift maintaining a clean, safe, and orderly environment for individuals with tasks including, but not limited to, supervising, training, and coaching staff, working alongside Direct Support Professionals (DSPs) to ensure implementation of Individualized Support Plans (ISPs), maintaining appropriate staffing levels, planning active programming, conducting medication observations, vehicle securement observations, and safety drills (CPR, seizure response, fire, etc.), and training assigned staff on individuals’ food and diet.

The PM provides feedback, coaches, and models professional behavior and correct methods of care to the DSPs, while also delegating tasks appropriately and ensuring accountability in close collaboration with the Treatment Manager and Overnight Supervisor so that the home functions smoothly 24/7 and meets 6400 regulations to provide a healthy, happy quality of life for the individuals served at CADES.

This role is regularly scheduled for the second shift Monday-Friday with periodic weekend on-call shifts. Regular, physical attendance at a CADES location Monday through Friday is required.

DUTIES AND RESPONSIBILITIES:

• Provides supervision of assigned staff in the areas including, but not limited to, recruitment, selection, leadership, coaching, training, skill assessment, performance management, and corrective action.
• Collaborates with the Treatment Manager and Overnight Supervisor to complete performance evaluations for DSPs who may work multiple shifts.
• Works with, understands, and complies with terms and conditions of collective bargaining agreements (CBA) within a unionized environment with tasks including but not limited to adherence to scheduling procedures, processing transfers and promotions, administering disciplinary actions, adjudicating grievances, where appropriate, etc.
• Conducts regular house meetings (weekly, monthly, and as-needed) to ensure staff have a regular touchpoint with the team to review information and policies, receive regular updates, recognition, and feedback, and confirm that all staff in the respective homes know and are following policies, procedures, and individual support plans; keeps a written record/summary of all meetings (dates, attendance, and topics reviewed) and securely files those records.
• Monitors staff schedules for the group homes and ensures staff are following the schedule and that schedules align with needed staffing ratios; proactively communicates with the Treatment Manager, Overnight Supervisor, scheduling team and medical appointment team to ensure there are no gaps in support for the residents served; has knowledge of and implements backup plans in homes when dealing with emergencies that impact staffing ratios.
• Monitors the due dates and completion of Relias training and communicates to staff if assigned training is coming due or has lapsed to ensure completion and compliance with requirements.
• Completes orientation for any new direct support professionals and works alongside DSPs to coach and model all needed direct care skills utilized to work effectively in the home; confirms skill mastery and performs regular reviews, refreshers, and assessments to ensure staff have and demonstrate skills required to effectively support individuals.
• Utilizes a corporate credit card for supplies needed in the homes and reconciles the card as required per policy to ensure fiscal responsibility and adherence to budget.
• Models and coaches DSPs on the appropriate way to receive and greet visitors in the home to ensure a friendly, welcoming, and safe environment for all while protecting individual’s privacy and health.
• Provides coaching and training to Direct Support Professionals on essential job tasks including, but not limited to, completing effective documentation, accurately administering medication, changing, bathing, providing appropriate meals in the correct texture for the residents, cleaning and sanitizing the home, and engaging in proper infection control and use of PPE to ensure staff competency and the health and safety of the individuals supported.
• Coaches and directs assigned staff to accurately and effectively complete all required documentation including, but not limited to, daily t-logs, overnight checklists, food logs, sleep charts, and behavior data; regularly monitors data sources for completion and provides feedback and retraining as needed.
• Ensures that any training, coaching, or supervision provided is well-documented by sending staff a summary of what was discussed or reviewed and what is expected going forward/any follow up or action needed; enter and file documentation appropriately in the respective system (i.e. Therap, Paycom, Relias).
• Recognizes and builds on staff strengths, delegating household tasks to staff who are particularly good at/role models for certain elements of direct care, and praising staff accordingly for work well done.
• Completes medication observations and medication audits in line with ODP regulations; trains and holds staff accountable for administering medication and completing corresponding documentation thoroughly and accurately to ensure the health and safety of individuals supported.
• Provides training, coaching, and supervision to direct support professionals in the home, ensuring that all administrative tasks are completed including, but not limited to, electronic health record (EHR) documentation, visitor sign in sheets, Paycom, and Relias duties.
• Receives staff call outs and assists with locating qualified staff coverage to ensure adequate staffing in homes.
• Proactively contacts and updates direct support professionals who have been left on shift beyond their designated hours to ensure open communication and manage expectations that coverage will be available as soon as possible as well as demonstrate excellent customer service and expected communication standards for our staff.
• Returns calls, emails, and messages to all stakeholders to ensure respect and open and transparent communication.
• Protects and adheres to HIPPA compliance and confidentiality by ensuring that staff communications occur via HIPPA compliant systems (i.e. SCOM, utilizing CADES house cell phone).
• Demonstrates respectful, professional, engaging behavior with DSPs, the individuals served, CADES treatment team members, and any external stakeholders including, but not limited to, families, neighbors, physicians, supports coordinators, ODP representatives and external clinicians.
• Responds to emergencies following assigned training protocols (i.e. CPR, fire safety, utilization of rescue meds) and demonstrates/models skills and behaviors in responding to emergencies to ensure others know how to respond in emergencies; practices drills with staff to ensure they know how to respond appropriately in crisis situations.
• Supports the training of direct support professionals on specific clinical treatment plans such as proactive behavior strategies, transfer techniques, food texture modification training.
• Communicates regularly with families and other external stakeholders to coordinate leisure activities and visits for the individuals residing in the CLAs; considers the recreational needs for each individual and works with them to engage in a variety of leisure activities; arranges transportation and ensures funds are available to complete recreational activities; encourages direct support professionals to engage residents in building a portfolio of interests and activities, building skills, social capital, and enhancing the quality of life for the residents CADES supports.
• Reports and documents incidents concerning behaviors and other unusual incidents to program leadership to ensure appropriate follow up activities.
• Models and demonstrates how to engage in rapport building interactions with the individuals served at the CLA; demonstrates how respect, kindness, tone, as well as utilizing individuals preferred communication strategies and person-centered strategies are effective tools in engaging individuals and showing respect for the people CADES serves.
• Operates agency-provided vehicles and ensures the safe transportation of individuals served, including following required safety and wheelchair securement procedures for mobility devices.
• Participates in on-call responsibilities as assigned.
• Performs other duties as assigned.

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS

• High school diploma or graduate equivalency diploma; bachelor’s degree in human services, social work, or related field.
• Three (3) years’ experience working with individuals living with multiple disabilities, including a strong understanding of the safety and communication support required for individuals with physical disabilities.
• Two (2) years demonstrated experience in the supervision of staff in areas including, but not limited to, recruitment, selection, leadership, coaching, training, performance management, promotion, discipline, and termination.
• Previous experience working in and managing a unionized workforce.
• Knowledge of Pennsylvania Department of Public Welfare 6400 regulations.
• Demonstrated ability to work in a fast-paced environment and effectively prioritize tasks.
• Demonstrated strong attention to detail.
• Demonstrated ability to work effectively as part of a team.
• Demonstrated strong time management and organizational skills.
• Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision.
• Demonstrated ability to anticipate changes and/or identify issues and take appropriate and effective actions.
• Excellent customer interaction, collaboration, and written and verbal communication skills.
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, SharePoint, and PowerPoint.
• Experience using electronic management/electronic records systems; Therap preferred.

• Must be able to perform CPR, First Aid, and crisis intervention using agency-trained protocols.
• Must pass and maintain CADES driving and securement observation certification.
• Must possess a current, valid driver's license in the state of residence, have a minimum of three (3) years of driving experience within the United States, and have an acceptable driving record, which will be assessed through a review of the Division of Motor Vehicles (DMV) record.
• Available for weekend work as needed and scheduled.
• Ability to attend meetings off site as necessary.