Program Manager

Department: Program Services | Reports to: Deputy Director | Classification: Full-Time, Salaried, Exempt

About the role

Program Managers oversee community-based residential services for adults with intellectual and developmental disabilities. The Program Manager supervises a Service Team Lead and team of Direct Support Professionals who provide daily support services to approximately fifteen people. The Program Manager plays a key role in building a positive work culture and ensuring high-quality services and great outcomes for the people Jubilee serves.

Responsibilities

• Oversee Services: Oversee the daily support provided by Direct Support Professionals to adults with intellectual and developmental disabilities in their homes and communities according to their person-centered plans. For example, DSPs assist with social activities, cooking, cleaning, dressing, personal hygiene, medical visits, medications, and transportation.
• Supervision and Leadership: Supervise a Service Team Lead and a team of Direct Support Professionals. This includes support and accountability for all aspects of the DSP and STL roles, including:
  • Hire to ensure adequate staffing
  • Lead team meetings to update on organizational news, problem-solve team issues, arrange scheduling, and plan team events
  • Meet monthly with each direct support professional; meeting biweekly with the service team lead and as needed
  • Provide regular feedback for direct reports
  • Monitor staffing levels, overtime utilization, service authorization utilization, documentation completion, and other operational indicators
  • Complete annual evaluations for all STLs and DSPs on team
  • Audit service documentation regularly and provide coaching to DSPs regarding documentation quality, timeliness, and compliance
  • Address performance issues in collaboration with Human Resources staff
  • Train the STL to fill in for you when you are away
• Service Plans: Lead the development and implementation of each client’s service authorization, person-centered plan (PCP), behavior support plan, and nursing care plan. Collaborate with the person receiving services, their family, Coordinator of Community Services (CCS), PCP Specialist, DSPs, Nurse, Housing Support Specialist, and Behavior Specialist, providing information and insights to lead to quality planning and implementation. The plans should reflect the choices and goals of the person receiving services. The Program Manager is the person ultimately responsible for the development and implementation of each PCP. Complete the PCP documents and attend PCP meetings. Ensure DSPs are trained on each person’s service plans before they provide services to that person. Cross-train DSPs to enable numerous back-up staff for each person.
• Scheduling: Ensure that DSPs are scheduled to provide services as required by service authorizations. This includes:
  • Creating work schedules for DSPs
  • Supporting the STL in creating schedules for the DSPs they supervise
  • Scheduling relief staff when DSPs are on leave
  • Filling in for DSPs only when no alternative can be found
  • Scheduling DSP hours to favor predictability and avoid excessive overtime
• Documentation and Billing: Review DSP service documentation to ensure compliance with billing requirements at least three times per week. Provide attendance and other information to the Jubilee’s Finance Department to support service billing.
• Communication and Collaboration: Maintain regular, open, and positive communication with colleagues, people you support, their families, and others connected to their services. This includes regularly checking and responding to Jubilee email, mail, voicemail, and Teams messages. Embody team spirit when working with colleagues across the organization.
• Data Quality: Ensure Jubilee data systems (e.g., iCare, Face Sheets, spreadsheets) are kept up to date with current contact and other information for the people on your caseload, their families, and direct support staff.
• Financial Oversight: Review expense reports and forms for DSP and client expenditures and provide approvals and oversight as required by Jubilee’s Finance Department (e.g., Side by Side, Mileage Expense Form, Petty Cash).
• Incident Management: Assist the STL and DSPs during and following incidents (e.g., illness, accidents) to protect health and safety and support reporting processes and plans of correction.
• Organizational Participation: Regularly attend team meetings, management meetings, all-staff meetings, events, and other meetings relevant to your work. Contribute program evaluation and help set organizational priorities to ensure quality.
• On-Call: Respond to after-hours emergencies in your caseload on weekdays. On a rotating basis (about quarterly), serve as a designated on-call Program Manager on weekends.
• Travel: At least annually accompany people supported by Jubilee on a vacation that includes an overnight stay. You may also have opportunities to participate in conferences that include overnight stays.
• Presence: Ensure that the people you support are visited weekly to ensure quality and compliant services and stay informed on any issues of concern. Work from Jubilee’s office when needed and at additional times according to Jubilee’s policies, which may be updated from time to time. Program Managers may be expected to report to work during inclement weather and emergency conditions.
• Community Engagement: Provide regular opportunities for community engagement by encouraging participation in community and family activities, Jubilee-sponsored activities, and activities connected with the person’s faith community. Assist people in developing relationships and helping people overcome barriers to participation.
• Training and Professional Development: Complete and maintain all required training and certifications according to Maryland Developmental Disabilities Administration (DDA) and Jubilee requirements, including first aid and CPR, Mandt, Certified Medication Technician (CMT), and training specific to each person you support. CMT certification must be obtained through Jubilee’s approved training program. Ensure maintenance of all required DSP training and certifications for yourself and direct support staff under your supervision, according to Maryland DDA and Jubilee requirements. Pursue additional professional and leadership development opportunities for your choice and as recommended by your supervisor.
• Other duties as assigned.

Qualifications

• High School Diploma or equivalent, bachelor’s degree preferred
• Two+ years of relevant experience, preferably with adults with intellectual and developmental disabilities
• Commitment to Jubilee’s core values of respect and human dignity, self-determination, community, justice, ethical practices, and spiritual care
• DSPII credential preferred
• Excellent written and verbal communication skills
• Proficiency in MS Office Suite and database systems
• Current U.S.