Program Administrator

YAI•Watsonville, CA

10d•Onsite

About The Position

The Program Administrator oversees the milieu and therapeutic programming of the assigned program. This includes the development and implementation of therapeutic programming and groups by the interdisciplinary team. The role ensures appropriate, therapeutically documented supervision to protect the health, safety, and habilitation of the individuals supported, in line with agency philosophy, department practices, and regulatory requirements. The administrator provides effective leadership, develops a treatment team for quality care and positive outcomes, and coordinates all members of the interdisciplinary team (IDT). They foster an open-door policy, maintain direct relationships with staff, and bolster staff morale. Responsibilities include assigning tasks, managing staff schedules, supervising staff to ensure needs are met and standards are followed, and playing an active role in the hiring process. Performance is assessed through ongoing supervision and observation, with a focus on fostering professional development. The role involves leading team meetings, attending relevant agency and external meetings, organizing and presenting trainings, and maintaining a safe environment. Risk assessment and rectification are key, as is overseeing facility maintenance and supply inventory. The administrator facilitates professional relationships with families and community members, acts as a program representative, advocates for persons with disabilities, and fosters interagency collaboration. Financial oversight, record maintenance, and ensuring fiscal responsibility within budgetary guidelines are also critical. The role involves monitoring billing, interviewing and admitting residents (if applicable), and ensuring the completion and maintenance of all paperwork and written records. Compliance with care plans, regulatory requirements (including HIPAA), and passing audits are essential. The administrator is responsible for individual financial management and serves as a liaison to various state agencies. They may also serve as an Administrator-on-Call and provide program coverage as needed.

Requirements

21 years of age or older
Bachelor’s degree and at least 1 year of experience serving or providing direct support to population to be supported; or High school diploma or its educational equivalent and 3 years of experience serving or providing direct support to individuals with intellectual and developmental disabilities (I/DD) in the population to be supported
1 year of supervisory experience in a residential setting, with behavioral health experience
Must be one of the following: Registered Behavior Technician, Licensed Psychiatric Technician, or Qualified Behavior Modification Professional
Must hold, or obtain within 90 days of employment, certification from State of California as either a: Group Home Administrator (for assignments to children’s homes) or Adult Residential Facility Administrator (for assignments to adult homes).
Health Screening, Tuberculosis clearance
Valid Driver’s License
Knowledge of California’s Lanterman Act and Title 17 and 22 regulations.
Proficiency in Microsoft Office applications and basic computer skills – including email, utilizing Workday and related systems (DA, etc.) to complete essential tasks
Strong interpersonal and problem-solving skills
Well-developed written and verbal communication skills
Willingness to take initiative
Highly flexible personality type
Ability to respond to calls and programmatic needs beyond regular work hours/be on-call as needed

Nice To Haves

Bachelor’s degree, preferably in a human services field
Previous experience as a lead or supervisor in a residential setting

Responsibilities

Oversees the milieu and therapeutic programming of the assigned program, including the development and implementation of therapeutic programming and groups by the interdisciplinary team.
Ensures the appropriate, therapeutically documented level of supervision in the assigned program at all times to protect the health, safety and habilitation of the people we support, consistent with agency philosophy and department practices and in line with Federal, State, Local and regulatory requirements.
Provides effective leadership and develops a treatment team that provides quality care and positive outcomes.
Coordinates all members of the interdisciplinary team (IDT), promoting and maintaining the excellence of the program and ensuring implementation of person-centered treatment and behavior plans and coordination of medical care, medication administration and other necessary services.
Establishes a work environment that is free from harassment and discrimination and escalates concerns to senior leadership.
Fosters an open-door policy and utilizes participatory management; maintains direct relationships with staff and bolsters staff morale.
Assigns responsibilities, ensuring appropriate staff coverage and managing staff schedules.
Supervises staff to ensure they are meeting the needs of the people we support and all applicable regulatory and agency standards.
Plays an active role in the hiring process, interviewing and selecting qualified staff based on program needs.
Assesses work performance and ensures quality service provision through ongoing staff supervision and observation.
Fosters professional development through regular supervision, training, and evaluations.
Leads and facilitates interdisciplinary team meetings and discussions to disseminate information to staff, people we support, authorized representatives and/or advocates and other members of the circle of support and to identify and solve problems.
Attends and actively participates in planning and other meetings regarding the people we support and ensures inclusion of family members and external supports in meetings, as appropriate.
Regularly attends regional, agency supervisor and other required meetings to remain up-to-date on policy, procedure or other changes and obtain information required to remain compliant and effectively manage program operations.
Organizes and presents ongoing trainings.
Maintains a safe environment for staff and the people we support and adheres to safety regulations and ensures program and staff compliance with regulations and best practices.
Assesses areas of risk for people we support and/or staff, rectifies these risks and notifies proper authorities or individuals of circumstances or situations that present possible health endangerment and/or hazardous conditions.
Oversees facility maintenance and upkeep and maintains adequate inventory of food, hygiene, general and therapeutic supplies.
Facilitates development of professional, empathetic relationships with families, service providers, and community members, acting as a representative of the program, advocating for persons with disabilities to local government and community and fostering interagency collaboration and communication between relevant supports.
Oversees all financial systems, maintains records for the people we support and program expenditures to ensure fiscal responsibility and integrity and maintains operation of program within budgetary guidelines.
Monitors individual’s billing for accuracy, as applicable.
Interviews, appraises and admits residents, if applicable.
Ensures the completion and maintenance of all paperwork and written records related to individual treatment and compliance with all relevant laws, rules and/or regulations. This may include, but is not limited to, medical and medication management records and auditing, treatment records, progress reports, data collection, behavior reports, incident reports, billing records, as applicable, and other written communication systems.
Maintains oversight and compliance of systems specific to role and responsibilities.
Documents and reports errors, incidents and corrective actions and assists with the investigative process, if needed.
Ensures that compliance with care plans is maintained to maximize quality improvement management.
Complies with and ensures that staff complies with all Federal, State, Local and other relevant regulatory agency. requirements, including the Health Insurance Portability and Accountability Act (HIPAA).
Ensures compliance with Federal, State, City and/or other oversight agency laws, rules, regulatory or program requirements by passing monthly, quarterly and annual compliance audits and surveys, as applicable.
Responsible for individual’s financial management.
Serves as liaison to Regional Center, Community Care Licensing and Department of Developmental Services (DDS) for assigned residence on all inquiries, incidents, etc.
May serve as Administrator-on-Call (Available/On Call Supervisor) with other program leadership on an as needed basis and provides program/floor coverage, when necessary.
Performs all other duties, as assigned.