JOB TITLE: Program Manager

DEPARTMENT: Day Habilitation Program

DIRECT SUPERVISOR: Director, Day Habilitation Program

FLSA STATUS: Exempt

DATE: April 2025

Summary

Responsible for overseeing and managing the operation of assigned program rooms at the Incompass Human Services Day Habilitation Program. This role is responsible for ensuring program participants are actively engaged in groups and activities appropriate for them, and for ensuring participants’ needs are met. The Program Room Manager is responsible for ensuring basic systems are in place and operating successfully within their assigned program rooms. This position interfaces with staff, peers, senior management, DDS, clinicians, and families.

This position meets the regulatory requirements in 130 CMR 419.426(B) for Day Habilitation Service Manager.

Essential Job Functions

• Effectively recruit, hire, train, assign, direct, counsel, discipline and evaluate performance of assigned program room(s) staff
• Provides training and support to staff. Ensures staff have current mandatory training certifications and provides 60-day notices to staff regarding mandatory trainings. Assists staff to register for trainings.
• Monitors staffing coverage to ensure participants’ safety and to maintain appropriate staffing ratios required by regulation.
• Reviews and process employee injury reports, complete supervisory follow-up reports in accordance with agency policy. Make recommendations to ameliorate worker injuries.
• Ensures direct reports are proficient in implementation of programming in accordance with all plans and protocols including DHSP’s, feeding protocols and other health and safety related protocols and procedures. Provide training and feedback to staff to maximize participants’ services and developmental skills training. Ensure all applicable documentation is completed accurately and within established timelines.
• Serves as member of participant’s interdisciplinary team. Facilitates DSHP meetings and other meetings related to participants’ services.
• Ensures program meets participants’ needs and allows for their maximum involvement. Supervises staff to ensure participants’ successful participation and appropriate recreational and skill development activities as well as the general routines in the program. May develop and/or recommend specialized activities to supplement the schedule if warranted.
• Identifies issues or concerns regarding participants’ clinical needs and communicates and advocates with appropriate parties. Identifies unmet clinical support needs of participants and advocates for those needs to be met, whether in programming or through service coordinator for external support needs.
• Oversees the DHSP process for assigned program participants in coordination with the clinical manager. Facilitates DHSP meetings and secures all necessary consents.
• Provides physical site management including communication with Facilities Manager to ensure a safe and well-maintained facility. Monitors rooms for safe practices and adheres to all safety procedures, including food safety and storage. Ensures appropriate inventory, use, storage, and maintenance of participant’s adaptive equipment and supplies.
• Participates in the intake, admission, transfer and discharge process for participants. Provides communication regarding same with direct reports. Completes documentation and activities related to process.
• Facilitates transportation process to ensure safe entry and exit of all participants. Ensures appropriate staffing resources are dedicated to the process. Troubleshoots problems and maintains ongoing communication with Program Director regarding transportation.
• Monitors the health, safety, and well-being of participants and reports issues to appropriate persons. Provides crisis intervention and emergency coverage as needed. Ensures participants human rights are safeguarded in all interventions. Monitor implementation of behavior support interventions and instructs staff on appropriate responses to individual behavior. Ensures incident reporting system is completed including the HCSIS system.
• Maintains positive and regular communication with participant’s family members, providers, service coordinator, and other team members. Resolves conflicts and complaints proactively and informs Program Director of major and/or unresolved issues.
• Monitors daily attendance of participants. Oversees billing process including verification and preparation of billing documents.
• Manages program funds for room needs in accordance with agency policies. Assists in the development and monitoring of annual budget and ongoing assessment of program revenues and expenses. Identifies and recommends needs for program supplies, furniture, and equipment for development of the annual budget. Provides input into the program wish list of needs.
• Assist in the development of program policies and procedures.
• Acts in a manner consistent with organizational values, program mission and service delivery goals. Serves as a resource and role model for staff.
• Fulfills role and requirements as a mandated reporter.
  
  
  

Supervisory Responsibilities

Direct support staff,

Developmental specialist,

Relief staff working in assigned program room. Responsible for overseeing the individuals participating in the groups/activities of assigned program rooms.

Qualifications

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential job functions.

Certificates, Licenses, Registrations

Must successfully complete all mandatory training(s) as required by the Agency within the required timeframe.

• Current Red Cross or American Heart Association First Aid and CPR certification
• PABC Restraint training is required for this role and will be provided by Incompass Human Services
• Valid Drivers License
  
  
  

Education And Experience

• Bachelor’s degree in Human Services or business preferred
• Five years’ of related clinical/supervisory experience in a DD Program
• An equivalent combination of experience and education will be considered.
• Candidates with Medicaid regulation experience and CARF Accreditation process experience preferred.
• Previous experience managing/working in a unionized workplace highly desirable.
  
  
  

Computer Skills

Demonstrated proficiency in use of e-mail, the Internet, and have basic Word and Excel skills.

Analytical Skills

Demonstrated ability to problem-solve, handle emergencies, and successfully manage several projects simultaneously.

Language Skills

Mastery of the English language required as demonstrated by the ability to read and write instructions, ability to read, analyze, and interpret field and/or professional journals, technical procedures, policy and procedure manuals and governmental regulations. Exceptional interpersonal skills and the ability to respond to common inquiries or complaints from Individuals, families, staff or the general public. Demonstrated ability to comprehend and follow verbal/written instructions. Ability to write reports, business correspondence and procedures. Ability to effectively facilitate meetings.

Mathematical Skills

Ability to add, subtract, multiply and divide all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to interpret and carry out a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to solve practical problems and deal with a variety of abstract and concrete variables in situations where standardization exists.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear and is frequently required to stand, walk, sit; use hands to finger, handle or feel and reach with hands and arms and climb. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate to loud.

This job description is not all inclusive and does not state or imply that these are the only duties to be performed by the incumbent. The incumbent is required to follow/perform any job-related instruction/duty/project as directed by their immediate supervisor.

Incompass Human Services is an equal opportunity employer and does not discriminate on the basis of race, color, religion or creed, national or ethnic origin, gender, sexual orientation, genetic background, age, disability, military service, or any category protected under applicable law in its hiring, employment, or other programs and activities.