Assistant To Program Director Jobs in Wayzata, MN

Description

Position Title: Program Director 

Department: Program

Grade Range/Job Status: Full-time, Salaried-Exempt

Reporting Relationship: Senior Director of Program Services and Senior Director of Program Operations 

Supervisory Responsibilities: Manages the Program Managers of assigned sites.

Typical Schedule: Primarily M-F Days. Hybrid work available. Must occasionally be willing and able to work flexible hours/days, including evenings and weekends (after hour calls or emergencies), reflective of the dynamic schedule of the organization. 

Position Summary

The Program Director oversees the operations for five to ten community-based residential programs for adults with intellectual and developmental disabilities (and may include individuals with complex medical and behavioral support needs). Responsible for providing leadership for 5-10 Program Managers who oversee the services for approximately 50 individuals served, including program management, financial management, property management, staff supervision and development, and maintaining individual, family, and community relations. 

The Program Director supervises Program Managers in all aspects of their work performance: maintaining frequent contact for coaching, monitoring completion of responsibilities and helping them resolve program or staffing issues. 

The Program Director ensures the program's operations comply with regulatory requirements, and with Hammer's policies and person-centered philosophy, exercising good judgement to adapt and apply the guidelines to specific situations. All employees are expected to center, model and champion Hammer's core values: Person-Centered, Relational, Opportunistic and Stewardship to provide people with intellectual and other disabilities, the opportunity to live life to its fullest.

Primary Duties and Responsibilities

1. Program Oversight and Management 

Collaborate with senior leadership to develop agendas and content for Director and Program Manager meetings.

Provide oversight and facilitate the Program Manager meetings; coordinate with internal committees and presenters. 

Participate in organizational planning, regulatory development, and training initiatives.

Represent the organization in external committees, forums, and events to promote visibility and collaboration.

Champion workforce development and career advancement initiatives for direct care staff.

Oversee onboarding and training for Program Managers, ensuring alignment with organizational standards.

Mentor Managers in leadership, operations, communication, and stakeholder engagement.

Approve payroll, staffing schedules, and collaborate with Human Resources and recruiters on hiring decisions.

Address employee relations and performance issues; make decisions on hiring, discipline, and termination in accordance with organizational policy.

Conduct performance evaluations and provide actionable feedback to support growth and accountability.

Work with the Managers and recruiters to create and approve permanent schedules.

Attend the Shiftboard scheduling meetings. Support Managers in filling open positions. 

Make decisions on discipline, termination, and similar actions, following Hammer's policies and procedures in collaboration with Human Resources. 

Interview and hire new Managers along with a Human Resources representative.

Attend intake and discharge meetings: evaluating individuals' needs and appropriate services.

2. Program Policy and Procedures Implementation

Collaborate on the development and implementation of policies and procedures in relation to Program and other related departments.

Ensure that required standards for licensing and regulations are maintained and updated as necessary to ensure compliance in all areas. 

Maintain and utilize a working knowledge of public policy, laws, regulatory and licensing requirements, and funding issues that impact services delivery.

Ensure that site operations are being conducted according to regulations and mandated health and safety requirements. 

Monitor the delivery of services through regular and thorough program evaluation tools (at least semi-annually).

Participate in planning and approving operating budgets, authorizing expenses, and request necessary maintenance and repairs for the residence and vehicle(s). 

Oversee licensing inspections and compliance with investigations. Review correction orders and implement compliance plans. Ensure timely and accurate program documentation. 

In absence of the Quality Assurance Director or Senior Program Director, attend day 1 of ICF surveys and provide support to site PM as well as post-survey review.

Respond to any complaints or incident reports promptly. 

Respond to emergencies and report accidents and injuries. 

Administrator/mandated reporter for Vulnerable Adult reports and Ombudsman reports.

Assist with all areas of the individuals' programs and support plans when necessary.

In conjunction with the Quality Assurance Director, schedule, attend and respond to CRS site re-licensing inspections. This may include completing applications, submitting correction orders and coordinating repairs with the maintenance department. 

As assigned, complete VA/serious Injury report investigations and follow up.

3. Program Leadership and Supervision

Strategize process improvements to ensure the completion of all job tasks on schedule.

Manage and lead Program Managers, and Direct Support Staff.

Collaborate with Program Directors to facilitate leadership development of Program Managers.

Encourage new ideas and opportunities, and growth strategies of service delivery.

Complete regular check-ins with direct reports.

Actively participate in team building fostering a positive and collaborative work environment.

Attend and/or run department meetings to communicate pertinent information to the employees.

Effectively involve staff, partners, and stakeholders (internal and external) in decision making to ensure services are person-centered and relevant and sustainable.

Oversee and connect with the program team sharing vital information in real-time.

Coach and develop staff members by monitoring employee productivity and providing constructive feedback; facilitating conflict resolution among employees; ensuring adherence to legal and organizational policies and procedures and undertaking disciplinary actions if the need arises; and completing annual performance evaluations.

Promote internal and external training efforts, and cross-service development.

Maintain and approve direct report timesheets, Personal Time Off requests, and other personnel records.

4. Organizational Leadership, Planning and Strategy

Serve as a key member of the leadership team, working collaboratively with other leaders to develop and implement the organization's strategic plan and vision.

Assist in the annual planning and budgeting process for the program department, ensuring that goals are specific, measurable, attainable and relevant.

Provide regular updates to the Senior Director of Program Services and Senior Director of Program Operations on programs and service delivery.

Demonstrate teamwork, cooperation and effective working relationships with individuals served, families, coworkers, supervisors, program team, professionals, and others to facilitate quality services and a positive organization reputation. 

Essential Knowledge and Qualifications 

Education and Certification:

Must meet the criteria for a Designated Coordinator as outlined in 245D. This includes:

Four-year college degree in social services or related field and one year of full-time experience in the field of developmental disabilities or

a 2-year college degree and 2 years of full-time experience in the field of developmental disabilities or

50 hours of education and training related to human services and disabilities AND four years of full-time experience with people with disabilities to manage a waiver program.

Skills and Abilities:

Must have demonstrated experience leading, motivating, and coaching employees.

Comprehensive knowledge of federal and state licensing regulations and funding mechanisms that relate to Hammer Residences' services.

Advanced level of knowledge in the human services field.

Frequently organizes multiple responsibilities at once, requiring time management, organizational and reporting skills, and proven ability to achieve assigned deadlines.

Demonstrate a strong commitment to collaboration with supervisors, team members, families, and external stakeholders. Requires ability to work with people of different abilities, ages, cultures, and ethnicities.

Available to work a flexible full-time schedule including answering calls for emergencies some evenings and weekends.

• Demonstrated leadership and decision-making skills.
• Excellent time management skills with an ability to manage multiple priorities to ensure work is completed in a timely and productive manner.
• Demonstrated experience communicating effectively and persuasively in oral and written communication on an interpersonal or group level.
• Experience exercising professional discretion and maintaining confidentiality regarding all company related matters.
• Must demonstrate the ability to work diplomatically with a wide variety of people, possess effective communication skills, strong organizational skills, and complete tasks with a high attention to detail. 
• Proficiency with Microsoft Office Products (Word, Excel, Teams, PowerPoint).
• Willing and able to provide comprehensive personal care to people of all genders.
• Strong verbal and written English communication skills.
• Demonstrated experience and commitment to working inclusively with people across all lines of difference including      race, gender identity, sexual orientation, religion, age, ability, socioeconomic status, and immigration status.

Other Requirements:

• Must have a valid Minnesota driver's license, a reliable vehicle, have a willingness to drive and be insurable under the organization's policy.

Must pass a Minnesota Department of Human Services background study: Personal background may not include disqualifying criminal activity as outlined in DHS Rule 11 and Adult Foster Care requirements

 Must meet organizational and licensing requirements for tuberculosis (TB) screening.

Physical demands include frequent use of a telephone, frequent use of repetitive motion activities including typing on a computer keyboard and the ability to work for several hours at a time at a desk and computer.  

May require lifting to 40 pounds (such as lifting a wheelchair into a van), pushing, or pulling an individual in a wheelchair or while assisting with cares. Household chores and physical care may include twisting/turning, kneeling/squatting, and assisting with pivot transfers. 

Programs may require operating specialized medical or adaptive equipment, including lifting equipment.

Must be prepared and willing to respond to hazardous situations, including infectious disease or aggression.

Must be willing and able to work flexible hours/days, including occasional evenings, weekends and overnights, to meet the needs of the organization.

This job description assigns essential functions. It does not restrict tasks an individual in this position might be asked to perform or all qualifications that may be required now or in the future.  

 Benefits:

• 401 (k)
• Paid Time Off
• Health Insurance (30 hours and above)
• Dental Insurance (30 hours and above)
• Vision Insurance (20 hours and above)
• Life Insurance
• Paid Training
• Disability Insurance
• Wellness Program
• Employee Assistance Program
• Parental Leave
• Health Savings Account
• Flexible Savings Account
• Access to Employee Success Coach who assists employees within their first year of employment.