Program Manager

Archway Recovery Services•Napa, CA

13d•Onsite

About The Position

The Program Manager oversees daily staff, administrative workflows, operational resources, and regulatory compliance supporting ARS substance use disorder treatment programs, clinical teams, and facility-based services. Under the direction of the Chief Operations Officer, the Program Manager identifies operational needs, resolves program friction points, and coordinates facility operations to maintain program capacity, quality client care, and organizational standards. The role requires sound administrative judgment, discretion, effective cross-departmental communication, and the ability to equip direct reports and program staff to follow standard operating procedures. The Program Manager ensures compliance with California Department of Health Care Services (DHCS) licensing standards, organizational policies, contractual requirements, and Incidental Medical Services (IMS) regulations where applicable. The position oversees program operations and staff, client intake and care coordination, records and facilities, IMS and clinical operations, and regulatory compliance, quality assurance, and risk management. The role reports to the Program Director and has direct reports including the Residential Services Manager and Clinical Manager. Work is performed in administrative offices and residential/outpatient program facilities, with regular interaction with employees, clients, medical professionals, and state representatives. Duties include computer use, record reviews, meetings, and moving throughout program facilities. The operational environment includes interruptions, competing priorities, timely-response situations, professional judgment, and strict confidentiality. Essential functions may be performed with or without reasonable accommodation.

Requirements

Bachelor’s degree in Healthcare Administration, Human Services, Social Work, Business Administration, or a related field.
Minimum of five years of administrative or supervisory experience in alcohol and drug treatment programs, with demonstrated knowledge of program operations.
Thorough knowledge of DHCS Title 9 residential licensing regulations, Incidental Medical Services standards, MAT requirements, and applicable labor laws.
Solid understanding of the recovery process, substance use disorder treatment dynamics, level-of-care considerations, and trauma-informed program management.
Proven ability to manage, coach, and hold direct reports accountable while fostering a collaborative, supportive workplace culture.
Proficiency in electronic health record systems, Paylocity/HRIS tools, data reporting, and Microsoft Office applications.
Valid California Driver’s License and clean driving record.
Successful completion of required DOJ/FBI background screening.
Current tuberculosis clearance and physician health screening.
Current CPR and First Aid certifications.

Responsibilities

Supervise assigned direct reports, including the Residential Services Manager and program administrative staff; establish performance expectations, coach staff, evaluate job performance, and manage progressive discipline.
Monitor program capacity and coordinate admissions and census tracking to maintain appropriate facility occupancy while supporting quality client care.
Oversee client intakes, room and bed assignments, transfers, and step-down or discharge planning in consultation with the Clinical Team and program supervisors.
Oversee completeness, accuracy, and timely maintenance of client charts, personnel records, electronic health record entries, and required state reporting systems within assigned areas.
Monitor program facilities, supplies, nutrition, and physical plant conditions, coordinating maintenance and supply needs with responsible departments to maintain safe, clean, and compliant environments.
Coordinate program operations with clinical services, medical and nursing staff, administrative departments, and executive leadership.
Oversee facility operational systems to align with DHCS licensing regulations and ARS IMS policies, including medical history screening, health status monitoring, testing, treatment support, medication oversight, and withdrawal management support.
Ensure operational protocols are in place for client health screenings, routine health status monitoring, vital signs tracking, and emergency medical escalation, in coordination with licensed Health Care Practitioners and Clinical Leadership.
Oversee medication storage protocols, including double-lock medication security, locked narcotic storage, MAR audit controls, and IMS room physical plant standards; ensure staff follow nonmedical medication oversight policies.
Ensure program pathways support access to Medications for Addiction Treatment, Narcotic Treatment Programs, and external healthcare providers, eliminating administrative barriers to care.
Maintain required facility licensing files, including current DHCS staffing disclosures, Health Care Practitioner acknowledgements, professional licenses, and staff training documentation.
Conduct routine quality assurance reviews of client records, medication logs, and facility documentation; participate in operational audits and physical plant inspections to identify and resolve compliance gaps.
Ensure timely completion and escalation of internal incident reports, mandatory state notifications and DHCS filings, and regulatory communications regarding critical events, medical transfers, or policy updates.