Associate Director of Outpatient & Prevention Program Operations

Horizon Services, Inc.-posted 5 days ago

Full-time • Director

Hayward, CA

51-100 employees

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Horizon Services, Inc. (HSI) is a nonprofit established in 1974 that offers addiction treatment with the goal of reducing substance use and mental health related challenges for people from all walks of life, including those from some of the most disenfranchised and marginalized communities. We practice our values of Integrity, Respect, Professionalism, and Compassion to provide youth prevention, youth and adult outpatient, sobering programs, withdrawal management, and co-occurring capable residential programs to support the well-being of women, men, youth, LGBTQIA+, and BIPOC clients to live healthy, fulfilling and constructive lives. HSI is an inclusive workplace and a learning community where our collective experiences enrich each other’s growth. The Associate Director of Outpatient & Prevention Programs (ADOPPO) position is instrumental in taking assigned service lines to new heights by improving quality of service delivery, integrating other HSI subject matter experts such as Clinical & Medical specialists, and expanding services to serve new market segments and/or regions in accordance with the agency’s strategic plan. Associate Director positions exemplify outstanding leadership skills with high emotional IQ in such a way that they serve as cross-functional bridges throughout the Horizon family of programs. The ADOPPO leverages lead staff members as ‘extenders’ in order to run a quality series of service lines which operate in alignment with agency policy, state regulation and licensing requirements; but is the ultimate directly responsible individual when it comes to the overall successful sustainability of the operation and has an ultimate end-goal of delivering a quality product to Horizon’s valued client-base. As a key member of the executive leadership team (ELT), the CSSO focuses on the following key performance areas: Ensures performance monitoring of all direct service staff by engaging in weekly auditing workload to ensure full staff caseload to meet productivity requirements per fee-for-service program structure Ensures contract deliverables are fulfilled by designing and supporting the implementation of program curriculum in all Project Eden centers (i.e., Lambda, group counseling, school and community-based classroom prevention). Monitors quality of curriculum implementation by engaging in weekly site visits Fluent in school based contractual language and deliverables Fluent in Quality Assurance oversight principles including billing codes, fee-for-service reimbursement within Medi-Cal system of care Works in collaboration with CPO in contract negotiation with key stakeholders such as County Officials, School Based program leads and Community based programs Embodying exceptional communication: This role requires that the ADOPPO models the ability to develop, implement and manage growing programs in collaboration with multiple counties and with discussion and accountability to the CPO, along with the broader executive leadership team (ELT). Proactive improvement of program structure, including curriculum and staff training through the leveraging of subject matter experts such as the Associate Director of Clinical Services (ADCS) and the Director of Outreach & Development Embodying high-level leadership acumen throughout the agency & with stakeholders, serving as a mentor for all program managers throughout the Horizon family of programs.

Creates and facilitates shared material across programs to support cross-functional alignment and collaboration of teams.
Ensures clinical staff requiring clinical oversight receive consistent and adequate supervision in alignment with State regulatory expectations
Responsible for coordinating the management and directing the work of front-line support and milieu staff to ensure full census and efficient utilization management at assigned program(s). Engages in marketing, client retention, client engagement, or other efforts needed to meet and maintain census objectives.
Provide oversight, supervision and monitoring of program staff to ensure a safe environment of care. Follows recommendations from Compliance and Outcomes Department to address environmental care and other safety concerns, including facility maintenance.
Works with the CCO to design, develop, and implement policies, procedures, tools, and protocols to enhance client safety and environment of care safety. Communicates policy changes and provides training and education to direct care staff to ensure consistent safety practices for assigned program(s). Responds to complaints regarding client safety and environment of care as they are received and reports those findings to the CCO.
Leverages the service line’s Compliance Manager as the Safety Representative for assigned program location(s) and ensure attendance in monthly Safety Committee meetings. Communicates best practices to assigned program staff and ensures adherence to those standards, including fire drills and other emergency preparedness activities. The ADOPPO may delegate Safety Representative duties and/or leverage the Compliance Manager as an intentionally removed support, however the ADOPPO maintains ultimate responsibility for the safe operation of assigned program(s).
Design, develop, implement, and maintain policies and procedures related to program operations, including client intake and orientation procedures, medication storage and management, de-escalation, care coordination, program schedules, and all other elements of program operations for assigned program(s).
Subject Matter Expert Integration: Through an open leadership style and flexible sharing of program-related operational information, actively integrates other clinical subject matter experts including the ‘Associate Director of Clinical Services’ and his/her Clinical Supervisor designees on program curriculum to ensure alignment across programs/lines of service. Collaborates with Compliance and Outcomes Department to ensure operational policies and procedures are consistent with compliance standards.
Maintains expert industry knowledge on SUD program best practices and utilizes knowledge to enhance program operations and remain current with evolving industry standards and trends.
Responsible for the oversight and management of all aspects of day-to-day administrative operations for assigned program(s) or lines of service
Actively works with stakeholders to ensure adequate service volumes are achieved at all sites
Strategically works to expand and/or contract programs based on regional demand fluctuations
Works to expand programs which serve as key product differentiators for HSI such as Prevention programs into new Bay Area regions
Establishes new partnerships in surrounding Bay Area county regions in order to mobilize expansion efforts
Responsible for overall fiscal integrity of assigned programs, including monitoring budget expenditures, program cash flow, and identifying additional funding and revenue sources as they become available. Makes corrective actions and recommendations to improve financial stability of assigned programs.
Implements & successfully executes upon spending plans with clear action steps to be taken in order to successfully mobilize / draw-down unique sources of funding throughout any given fiscal year.
Coordinates and manages collection and reporting of financial information to Finance Department for assigned program(s). Ensures information is timely and accurate.
Implement and monitor procedures to manage and approve payroll, petty cash expenditures, receipts, receivables, and payables information for assigned program(s). Ensures information is timely, accurate, and reported to Finance Department consistently each month.
Responsible for oversight and management of purchasing and inventory management for assigned program(s) or lines of service. Ensures inventory controls to maintain adequate levels of food, office supplies, and other program supply needs.
Responsible for the oversight and management of client entitlements eligibility activities and reporting, including but not limited to SDI, SSI, AGAP, Medi-Cal, and any other participation in entitlement programs clients may receive benefits from while enrolled in programming. Oversees program staff in partnership with Lead roles in the preparation of required reports and eligibility documentation required in client charts.
Responsible for oversight and management of client fees and other revenue within assigned program(s) when applicable, including management of relevant documentation. Medi-Cal beneficiaries are not responsible for out-of-pocket fees, but third-party insurers and other funding programs may require client out-of-pocket fees. Responsible for coordinating with Finance Department for submission of third-party insurance claims.
Coordinates with Compliance and Outcomes Officer & related Compliance Managers to ensure staff credentialing documentation is maintained consistently in accordance with DHCS, DMC-ODS, BBS, SUD Counselor certification bodies, and other regulatory oversight agency compliance. Holds direct report staff accountable for maintaining required credentials, training, and other employment documentation.
Responsible for managing the recruitment, selection, and onboarding of front-line support and milieu staff. Develops and implements procedures to ensure staff coverage needs are met for assigned programs(s). Responsible for maintaining appropriate staff to client ratios within assigned program(s).
Manages employee progressive discipline, changing duties, salary adjustments, terminations, and other personnel actions for front-line support and milieu staff under general guidance of Human Resources department. Provides support and guidance to maintain the smooth operations of assigned program(s).
Addresses employee relations issues and employee grievances promptly and in collaboration with the CCO & CPO, along with Human Resources department. Develops timely written responses to formal employee grievances.
Responsible for front-line support and milieu staff scheduling and shift coverage. Timely review and approval of timecards. Coordinates paid time off (PTO) for staff at assigned program(s). Serve as principle point of contact and on-call responder for program emergencies, questions, or scheduling coverage needs as needed.
In partnership with other functional leads such as Human Resources and/or the Outreach & Development Director, develops, coordinates, and implements new hire training and ongoing professional development for assigned direct reports. Supervises and oversees performance and provides regular feedback for continued improvement and supports staff in creation and implementation of professional development plans.
Under the guidance of the Sr. Human Resources Manager, conduct performance reviews and evaluations to ensure goal and role clarity, required outcomes, and strengths-based feedback for professional growth for assigned staff, diligently tying performance to successful embodiment of the agency’s top 4 core values.
Through the successful leveraging of Lead staff members as ‘extenders,’ provides guidance and support to improve problem-solving, assist in professional development, and provide structure to front-line support and milieu staff.
In partnership with the Director of Outreach & Development, and maintain ongoing learning program to meet SUD registration and certification requirements as defined by recognized certifying bodies (CCAPP, CAADE, etc.).
Assists the CPO and the Director of Outreach & Development in the assessment of training and development needs and developing plans to ensure alignment of training materials with organizational objectives and values.
Continuously analyze training content and delivery methods to support employee engagement in partnership with Human Resources, current best practices, processes, and standards.
Coordinates with the CPO, Director of Outreach & Development and service line Clinical Supervisor (ADCS) in the mobilizing of training opportunities for assigned program staff; leveraging clinical subject matter experts thoughtfully in order to enhance the service quality of the assigned programs
Follows recommendations provided by Compliance and Outcomes Department led by the CCO to develop and implement policy, procedure, and protocol improvements to maintain compliance with HIPAA, 42 CFR, DHCS licensing, DMC-ODS standards, contract requirements, and other stakeholder requirements and standards.
Collaborates with Compliance and Outcomes Department and follows recommendations to implement timely corrections for identified compliance deficiencies, corrective action plans, or performance improvement plans for assigned program(s). Directs the efforts to implement identified corrective actions and solutions.
Collaborate with Compliance and Outcomes Department to implement program policies, procedures, and protocols to enhance services delivery and ensure clinical documentation and other quality related standards are met for assigned personnel. Implement quality improvements identified by Compliance and Outcomes Department.
Collaborate with Compliance and Outcomes Department to implement systems/tools to maintain contractual compliance and ensure timely reporting of relevant data to funders and oversight agencies
Coordinate staff training related to DHCS, DMC-ODS, and other federal state, and local regulations.
Coordinate with Compliance and Outcomes Department to monitor compliance calendar and ensure necessary compliance deadlines are met by assigned program staff.
Address all client grievances and complaints in a timely fashion. Manage corrective actions performed in response to complaints or grievances for assigned programs and staff. Respond to formal written grievances in accordance with established agency policies and applicable regulations.
Ensure consistent representation at County meetings and other stakeholder engagements. Provide guidance and feedback regarding external communication and coordination efforts with government agencies, funders, providers, and other external stakeholders to maintain strong relationships and address program operational needs or issues for assigned program(s). Consult with CPO for guidance.
Maintain and strengthen relationships with external referral sources, self-help groups, and other community support resources or organizations to ensure high-quality care coordination opportunities for program clients and their families. Ensure regular feedback and engagement with these external stakeholders and expand access to resources when available and appropriate. Communicate resource availability to program care coordination staff and Clinical Services Department through a professional partnership with the ADCS.
Report developments or changes presented at County meetings to the CPO as they occur. Collaborate with the CPO to develop corrective actions or improvements necessary for significant changes when they occur.
Leverage the Lead staff as ‘extenders’ to ensure that the assigned departments lead weekly staff meetings to address program issues and improve collaboration and adherence to policies/procedures. Communicate with program staff in a manner consistent with agency mission, vision, and values.
Embodies and encourages a culture of open communication and ensures staff are sufficiently knowledgeable regarding proposed or upcoming changes, problem areas, corrective actions, or other important information. Document staff meetings.
Responsible for supporting positive, inclusive cultural practices and equitable treatment for staff and clients. Respond to any complaints regarding diversity, inclusion, culture, or linguistics immediately and report to CPO for follow-up.
Attend agency management meetings, including occasional linkage to the Executive Leadership Team (ELT) and Board of Directors meetings as needed.

Ability to problem solve quickly.
Ability to interface with community members, CBO’s Funders and all referral sources in a positive manner.
Ability to balance the leadership needed to move forward and the compassion to facilitate the needs of a counseling staff.
Ability to recognize stress factors in a crisis environment and find creative inexpensive ways to reduce them.
Ability to control emotions in situations of conflict.
Ability to handle multiple projects at one time.
Ability to process and develop appropriate conclusions.
Needs to be able to work in stressful situations where information is needed in a short period of time.
Knowledge of best clinical practices
Microsoft Office, including word PowerPoint, Excel.
Must be able to physically assist client in their efforts to exit the facility in case of an emergency
Must be able to physically assist clients who are undergoing seizures or other major withdrawal symptoms to include ambulatory escort to a medical facility if necessary.
Master of Arts in Psychology, or LMFT, LCSW, LPCC, PsyD, PhD
2+ years of substance use, mental health, or similar Program Operations
4+ years’ experience training and experience in Management, Training and Development

Preferred, current SUD or mental health certification with state certifying organization or professional board.

100% of medical, dental, Life and LTD for the employee and 50% for any dependents medical and dental coverage.
PTO and Holiday pay.
Retirement benefits after 6 months of service.
Training and CEU opportunities.
And of course, the opportunity to meaningfully contribute to a team of mindful, caring and passionate people at work every day!

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