Program Assistant Jobs in Santa Barbara, CA (NOW HIRING)

Status: Full-Time, Exempt | Payrate: $75,920/Annually | Schedule: Monday - Friday 9 a.m. - 5:30 p.m. (On call as needed)
Reports to: Regional Director, Emergency Services 
Department: Emergency Services 
Region: Santa Barbara County 
Job Summary: The Program Manager is responsible for the comprehensive management of the California Advancing and Innovating Medi-Cal (CalAIM) program, including the oversight of program deliverables and service delivery. Key responsibilities include the supervision and support of the Housing Navigation staff, ensuring the expansion and service quality of Housing Navigation, Housing Tenancy and Sustaining Services, Housing Deposits, Short-term Post Hospitalization Housing, Day Habilitation, and other CalAIM care coordination services to individuals at-risk and/or experiencing homelessness throughout Santa Barbara County. The role involves ensuring compliance with program metrics, quality control, administrative oversight, and fostering partnerships with local providers and funders. This position reports directly to the Santa Barbara County Regional Director and collaborates closely with the Senior Director of Housing Solutions.
Essential Duties and Responsibilities: 
Program Management

• Manage the day-to-day operations for the CalAIM program
• Ensure monthly program metrics are met
• Develop an in-depth understanding of the CalAIM process workflow
• Develop program work plans and standard operating procedures in collaboration with the leadership team
• Oversee CalAIM program staff as services expand
• Work collaboratively with shelter navigation teams
• Engage executives in program development and enhancement activities
• Build partnerships with local providers and funders to enhance community services
• Serve as program liaison to contracting partner and attend all requested partnership meetings
• Support implementation of trauma-informed and culturally responsive services
• Attend meetings assigned by the Regional Director
• Provide reports on service delivery, caseloads, and problem-solving program challenges

Quality Control and Administrative Oversight

• Maintain compliance with CalAim billing, Electronic Health Record Management system, service delivery standards, and data entry processes
• Track all program enrollments and activities, ensuring billing data accuracy
• Support and participate in program audits and conduct quality assurance reviews
• Ensure compliance with confidentiality and HIPAA Privacy Rules
• Oversee quality control of case files on a regular basis to ensure accurate, up-to-date documentation on all clients, including but not limited to Individual Housing Plans, Assessments, Case Notes, etc.
• Assist in program management, budget planning, and compliance reporting
• Track expenditures and program sustainability
• Support strategic planning and expansion of CalAim services
• Manage client flow and CalAIM caseloads in collaboration with program staff
• Provide intervention for program participants and serve as a point of contact for program grievances

Leadership and Training

• Provide strong leadership for team operations
• Provide training and guidance to deliver high-quality services
• Hire, train, supervise, evaluate, and terminate program staff as necessary, in collaboration with the Regional Director
• Guide staff in providing case management utilizing trauma-informed care and strengths-based approaches, in line with Housing First and harm reduction principles                                                                                                                                                        

Team Supervision

• Supervise 5-7 direct reports, as CalAim services expand
• Demonstrate leadership and team-building qualities to implement the mission and core values of the agency
• Facilitate staff meetings and case conference meetings in collaboration with the Regional Director
• Meet with staff bi-monthly to discuss program challenges/needs
• Provide support to staff in emergency situations at the shelter
• Conduct staff training, coaching, and performance evaluations
• Oversee documentation quality assurance and caseload audits
• Foster a collaborative, mission-driven team environment                                                                                                               

Miscellaneous

• Attend internal and external meetings on behalf of the Agency
• Must participate in networking function and community meetings, and meet with funders and partnering agencies as necessary
• Assist with Shelter Program Activities when needed
• Attend staff meetings and training workshops
• Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications
• Develop new partnerships with other agencies to enhance our current services
• Collaborate with healthcare providers, behavioral health agencies, hospitals, shelters, and community partners
• Build relationships with county agencies and managed care plans
• Coordinate integrated care services for high-need populations
• Perform ad hoc projects as appointed by upper management

Requirements:
Education and Experience 

• At least 1-2 years of experience with CalAIM, Medi-Cal, or care coordination programs
• Strong leadership, communication, and project management skills
• Knowledge of HMS, care management platforms, or electronic health records (EHR)

General 

• A valid CA driver’s license, proof of insurance and a reliable vehicle is required. Comfortable with utilizing your own vehicle to conduct site visits, visiting clients at shelters, meeting clients out in the field, etc.
• Ability to work effectively with a diverse population; plan, organize and prioritize duties; perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others
• General knowledge of community resources available to clients in Santa Barbara
• Working knowledge of a strengths-based, client-centered, and evidence-based approaches
• Ability to multitask, maintain confidentiality, and meet deadlines
• Ability to maintain professional conduct, attitude, and appearance at all times
• Proficiency in Microsoft Office programs (e.g., Word, Excel, PowerPoint)
• Ability to work some late evenings and weekends as needed

Physical Requirements 

• Ability to lift, bend, push, and pull up to 50 pounds 
• Prolonged periods sitting at a desk and working on a computer