Program Specialist Associate Director of Residential Services
Mission Statement: To set the standard for quality in the human service field through consistent demonstration of dependability, integrity, and commitment to our stakeholders.
Reports To: Executive Director & Director of Residential Services Department: Residential
Responsible for overall program of the assigned residential sites as specified in residential (chapter 6400) regulations. The major areas covered are residential planning & development. Originates practices and objectives that will provide a balanced program throughout the residential department. Coordinates implementation through the Director & Executive Director of Residential Services. Reports to the Director or Executive Director of Residential Services and the Chief Executive Officer. Assists and advises fellow management & subordinate staff on residential issues.
1. Supervision of residential direct care staff, including interviewing, hiring, & evaluation of staff, with personnel issues directed to the Residential Director, Residential Executive Director, Chief Executive Officer, and Human Resources Director. Assists in recommendations for discipline & terminations. Assists in the review of employee appeals through complaint procedure. Assists with reviewing variances to schedules.
2. Responsible for the program at the home, the individuals’ daily activities, and the coordination or completion of assessments to make sure all components are included and reflect the person’s current status, supporting the need for the recommended change in service or outcome. Specific duties of the program specialist with regard to the assessment include:
• Signing and dating the assessment
• Addressing individual needs at home and in the community as well as the need for supervision
• Responsible for providing the assessment for the development of the ISP, ISP Annual Update and all ISP revisions as required
3. Responsible for the coordination or development and review of Individual Support Plans (ISP’s). Responsible for the coordination of training and development for individuals and the development of planned program activities. Specific duties of the program specialist with regard to the ISP include:
• When an individual is not receiving services through an Supports coordinator Organization (SCO), the Residential Program Specialist shall be the Plan Lead. The Program Specialist, acting as the Plan Lead, will be responsible for all activities to develop, write, invite team members, and share the one ISP. When an individual is not receiving services through an SCO but resides in a residential home licensed under this chapter and attends a facility licensed under chapter 2380 or 2390, the Residential Program Specialist shall be the Plan Lead. The Program Specialist, acting as the Plan Lead, will be responsible for all activities to invite team members, coordinate the development and completion of the ISP and to share the completed ISP with the team members.
• The role and responsibilities of the Plan Lead are separate from the role of Program Specialist. The Program Specialist, acting as the Plan Lead is responsible for facilitating the development and implementation of the plan. Facilitation and implementation refers to the Plan Lead ensuring that the ISP process is completed as described under regulations 6400.182 6400.186(f) and (g). The Plan Lead, acting in the role of the Program Specialist for the program they are licensed under is responsible for ensuring the supports and services are implemented as described in the plan for the program they are licensed under.
• The Program Specialist role is to ensure that the information contained in the ISP is accurate and reflects the services and supports provided by the program licensed under this chapter. If a provided service or support is not included in the Plan, the Program Specialist is responsible to communicate with the SC/ Plan Lead to resolve the errors or omissions. The Program Specialist is responsible to ensure that the ISP, ISP Annual Update and ISP Revision include information regarding the assessment of the individual’s potential to advance in residential independence, the individual’s potential to advance in community involvement, information regarding the assessment of the individual’s potential to advance in their vocational programming, and information regarding the assessment of the individual’s potential to advance in their vocational programming toward Competitive Community-Integrated Employment.
• Maintain ongoing communication with the ISP Team members, including the Supports Coordinator/ Plan Lead to evaluate the effectiveness of the ISP and revise the ISP as needed to support the Outcomes identified in the ISP.
• Responsible to attend the ISP meetings, the ISP, ISP Annual Update and all ISP revisions
• Coordinate and complete ISP 3 month reviews (reviewed and signed by both the individual and the Program Specialist). The 3 month review includes progress toward ISP outcomes.
• Provide supporting documentation/make recommendations to the Supports Coordinator/ Plan Lead regarding the addition, deletion, or modification of an Outcome or service, when needed.
• Document any recommendations for revisions of a service or outcome/revise assessment
• Provide the ISP Review documentation and recommendations, if applicable to the SC/Plan Lead and Plan Team members within 30 days of the ISP Review meeting? If the program specialist is not the Plan Lead and the ISP was not distributed within the 30 calendar days, documentation supporting the attempts of the Program Specialist to obtain a copy from the Plan Lead/SC will be documented
• Responsible for informing plan team members of the option to decline the ISP review documentation as required
• Responsible for reporting content discrepancies to the supports coordinator as applicable and plan team members?
• Responsible for implementing the ISP as written
• Responsible for supervising, monitoring, and evaluating services
• Responsible for reviewing, signing and dating the monthly documentation of an individual’s participation and progress toward outcomes
• Responsible for reporting a change related to the individual’s needs to the supports coordinator as applicable, and to plan team members
• Responsible for reviewing the ISP with the individual as required (relating to ISP review and ISP Revision)
• Responsible for documenting the review of the plan as required (relating to ISP Quarterly review and ISP Revision)
• Responsible for providing documentation of the plan review to the supports coordinator as applicable, and plan team members as required
• Responsible for recommending a revision to a service or outcome in the ISP as required
• Responsible for coordinating the services provided to an individual
• Responsible for coordinating the training of direct service workers in the content of Health and Safety needs relevant to each individual
• Responsible for developing and implementing provider services
4. Responsible for budgetary issues in coordination with the Residential Director, Executive Director of Residential Services, Executive Director of Finance, and the Chief Executive Officer.
5. Act as a liaison with families, providers, Office of Developmental Programs (ODP), Labor & Industry, neighbors, case management, and day program.
6. Responsible for referral process (intake, assessment, placement, transfer).
7. Responsible to promote/support meaningful lifestyles of each individual through person centered planning, Individual Support Plan process and related programming. Responsible for the participation in the interdisciplinary team meetings and responsible for ensuring the implementation of Individual Support Plans and program activities.
8. Responsible to insure that agency policies and residential and fiscal regulations (chapter 6400 & chapter 4300 respectively) are followed within the residential department. Protect interests of employees and the company in accordance with company policies, governmental laws, and regulations.
9. Determine, recommend, & implement employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale.
10. Participate in community activities, events, and speaking engagements for the promotion of a positive image of the agency.
11. Preparation of required or requested reports, forms, or correspondence. Directs the preparation and maintenance of such reports as are necessary to carry out functions of the department.
12. Responsible for meeting annual objectives as determined jointly by the management team. Assist in the process of organizational planning including wage & salary structure, pay policies, performance appraisal programs, benefits and services, company safety & health programs. Monitors for effectiveness and cost containments.
13. Work in conjunction with other Residential and Day Services Management for overall company goal completion.
14. Keeps supervisor informed of significant problems that jeopardize the achievement of objectives, and those that are not being addressed adequately at the direct care level.
15. Must be able to physically perform the duties of the job including lifting and transferring. Must be able to use a Hoyer lift. Must be able to bend, twist, stoop, and lift repeatedly.
Additional Responsibilities: Assume other duties as assigned by supervisor.
Must have one (1) of the following groups of qualifications:
• Master’s Degree or above from an accredited college or university and one (1) year work experience working directly with persons with IDD (volunteer work experience and intern work experience do count as work experience).
• Bachelor’s Degree from an accredited college or university and two (2) years work experience working directly with persons with IDD (volunteer work experience and intern work experience do count as work experience).
• Associate’s Degree or sixty (60) credit hours from an accredited college or university and four (4) years work experience working directly with persons with IDD (volunteer work experience and intern work experience do count as work experience).
Prerequisites for the Job:
1. Knowledge of similar companies who provide residential services.
2. Generalist background with broad knowledge of employment, compensation, organizational planning, employee relations, and training and development. Well-developed administrative skills. Strong management skills dealing with principles and people. Experienced working with programs off-site.
3. Previous experiences gained through increasingly responsible management positions.
4. Good communication skills.
5. Resourceful, innovative, flexible, thorough, and well organized. Good time management.
6. Participative management style – advocate of team concept.
7. Ability to problem solve and brainstorm.
8. Ability to manage multiple tasks departmentally and universally.
9. Ability to establish credibility and be decisive – must be able to recognize and support the organizations preferences and priorities. Exercise discretion and independent judgment.
10. Results and people oriented, must have sound judgment. Ability to balance other business considerations. Service oriented, but assertive/persuasive.
11. Thorough & detailed in paperwork and has ability to track/follow through on outstanding issues.
1. Accountable to the Director, Executive Director of Residential Services, & Chief Executive Officer for all phases of activities.
2. Positions accountable to Executive management, Director and Associate Directors, for all phases of their activities.
3. Advises, consults, and coordinates with:
Other Associate Directors: organizational plans, company policies, legal issues, departmental results
Financial management: budgets, and expenses
Human Resources: interviewing, hiring, terminations
Program Coordinators: as needed
Direct Care staff: as needed