Assistant Director of Programs

Job Title: Assistant Director of Programs

Employee Category: Exempt

Reports To: Chief Program Officer

SERVICE PHILOSOPHY

Pueblo Diversified Industries (PDI) is a Colorado Nonprofit Corporation with a mission to create pathways of opportunity where people with diverse abilities thrive through informed choices meaningful education and employment premier residential services and dynamic social experiences.

Pueblo Diversified Industries is an Equal Opportunity Employer.

SUMMARY

The Assistant Director of Programs (ADP) oversees the quality of Day Habilitation and Vocational services by providing program- and service-related leadership and guidance to assigned employees and volunteers. The ADP is a working supervisor position that performs varied and diverse work and is responsible for person-centered services to PDI people served. The ADP provides the same support as a DS Professional but also supervises and supports specific DS Professionals and the people served documents and implements Individual Service and Support Plans. As a working supervisor the ADP maintains close contact with appropriate PDI staff regarding personal needs and works diligently to ensure scheduled expeditions are conducted regardless of staff absences reassigning staff to groups as needed. The ADP will attend and facilitate interdisciplinary team meetings for persons served and assigned by the Assistant Director of Programs Enrollments (ADPE). The ADP maintains close contact with appropriate PDI staff regarding personal needs and requirements. The ADP ensures a safe and healthy environment for each assigned Individual served and always presents self in a professional manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Program Assignment
• The Assistant Director of Programs is assigned to one or more specific programs as explained on the attached Program Assignment Fact Sheet which is part of this Summary Job Description
• Staff Management and Supervision
• Direct supervision and oversight of assigned DS Professional staff
• Ensures his/her team of DS Professionals adheres to programmatic goals and works in concert with their Chief Program Officer to ensure compliance with best practices
• Is integral to the hiring management and termination of their assigned DS Professionals supported by the Chief Program Officer and Senior Director of Human Resources as needed
• Ensure delivery and documented completion of required electronic and practical DS Professional and program-specific training
• Monitor staff time and attendance: Daily or every-other-day review to ensure accuracy and timeliness
• Complete and/or support the completion of employee evaluation promptly
• Review and ensure compliance tracking for Individuals files for persons served through the Day Habilitation and Vocational programs
• Ensure applicable assessments guardianship POM interviews and all annual documentation are complete and active in individual ITD accounts
• Ensure compliance with applicable local state and federal laws statutes guidelines etc. including but not limited to Health Insurance Privacy and Portability Act (HIPPA) Medicaid-related Home and Community-Based Services (HCBS) Council on Quality and Leadership (CQL)
• Ensure staff-to-person-served ratios are maintained
• Works in collaboration with the RN and CNA staff
• Reviews with staff and supports medical protocols for persons served per Health Care Policy and Financing (HCPF) regulations
• Ensure continued compliance with all CQL standards
• DS Professional activity coordination
• Ensures all staff are within regulation and in the spirit of PDI Program expectations
• Support training for staff responsible for daily documentation and billing processes
• Individual Care and Support
• Ensure DS Professionals training for compliance and support
• Ensure people served receive appropriate and skillful support with activities of daily living (ADLs) as required including:
• Basic ADLs
• Functional mobility or transferring (moving from one place to another while performing activities)
• Bathing/Showering (Washing the body) if needed
• Dressing if needed
• Self-feeding (not including cooking or chewing and swallowing)
• Personal hygiene and grooming (including brushing/combing/styling hair) if needed
• Toileting (getting to the toilet cleaning oneself and getting back up)
• Instrumental ADLs
• Taking medications as prescribed
• Provide one-to-one assistance to people served with lavatory functions and will promptly change and clean people being served with soiling occurs
• Ensure safe transfer lift usage and proper position and belt people served in wheelchairs
• Observe closely that the people served and their clothing are clean and dry
• Reporting
• Complete Incident Report (IR)documentation in iTD as incidents occur for persons served and notify CPO or ADPE (first available) immediately for IR review and processing
• Create Annual Individual Service and Support Plans (ISSP)/Provider Care Plans and applicable assessments for people on assigned caseload
• individual Management
• Facilitate daily enriching services and activities
• Maintain group supervision and provide person-centered support
• Assist people served with the use of adaptive equipment
• Be flexible and able to rotate schedules according to individual daily needs
• Create Annual Individual Service and Support Plans (ISSP) and applicable assessments for people on their caseloads served by PDI
• Group Management
• Manage facilitate and document daily services for an assigned group of people served. Addressing capabilities such as attention span social skills physical recreation and educational abilities
• Monitor and assist people served with their specific needs and goals conducive to Individualized Service Plans.
• Service Billing and Tracking
• Review daily time and attendance tracking
• Utilization tracking
• Track over- and under-utilizations for Day Habilitation and Vocational services
• iTherapyDocs
• Billing and daily documentation data entry management
• Inputs iTD goal(s)/outcome(s) for people served
• First line of data entry oversight for all billing and daily documentation requirements
• Support training for direct staff responsible for billing and daily documentation processes
• Manage iTD for proper time and attendance tracking
• Community Liaison
• Champion PDI Programs
• Actively outreach to community members and service organizations to provide opportunities for service expansion
• Participate in community-sponsored and PDI-sponsored events during and outside hours of PDI operation
• This position may require you to drive a personal vehicle or PDI vehicle on PDI business

COMPETENCIES

To perform the job successfully a person should demonstrate the following competencies:

Adapt

• Adapt to changes in the work environment. Able to deal with frequent change delays or unexpected events. Synthesize complex or diverse information. Consistently at work and on time. Ensure work responsibilities are covered when absent. Arrive at meetings and appointments on time. Speak clearly and persuasively in positive and negative situations. Listen and get well to in meetings.

Written communication

• Write clearly and informative. Edit work for spelling and grammar. Able to read and interpret written communication

Customer service (internal and external including co-workers and individuals served)

• Manage difficult or emotional customer situations. Respond promptly to customer needs. Respond to requests for service and assistance. Meet commitments. Dependability. Follow instructions and respond to management direction. Take responsibility for own actions. Complete tasks on time or notify the appropriate person with an alternate plan.

Design

• Generate creative solutions

Diversity

• Demonstrate knowledge of EEO policy. Respect and sensitivity for cultural differences. Treat people with respect. Keep the trust of ethically and with integrity. Uphold organizational values.

Initiative

• Undertake self-development activities. Take independent actions and calculated risks. original thinking and creativity. Meet challenges with resourcefulness. Generate suggestions for improving work. Develop innovative approaches and ideas. Present ideas and information in a manner that gets others attention.

Interpersonal

• Focus on solving conflict not blaming. Maintain confidentiality. Listen to others without interrupting. Keep emotions under control. Remain open to ideas from others and try new things.

Judgment

• Be willing to make decisions. Exhibit accurate and sound judgment. Support and explain reasoning for decisions.

Motivation

• Demonstrate persistence in overcoming obstacles. Measure yourself against a standard of excellence.

Organizational support

• Follow policies and procedures. Complete administrative tasks correctly and on time. Support the organizations goals and values. Support affirmative action and respect diversity. Prioritize and plan work activities. Use time efficiently. Set goals and objectives.

Problem-solving

• Identify and resolve problems in a timely manner. Gather and analyze information skillfully. Work well in group problem-solving situations. Use reason when dealing with emotional topics

Professionalism

• Approach others in a tactful manner. React well under pressure. Treat others with respect and consideration regardless of their status or position. Accept responsibility for own through on commitments.

Quality

• Demonstrate accuracy and thoroughness. Apply feedback to improve performance. Monitor own work to ensure quality.

Quantity

• Meet productivity standards. Complete work in a timely manner. Strive to increase productivity. Observe safety and security procedures. Report potentially unsafe equipment and materials properly.

Teamwork

• Balance team and personal work-related responsibilities. Exhibit objectivity and openness to others views. Give and welcome feedback. Contribute to building a positive team spirit. Put the success of the team above own interests. Assess own strengths and weaknesses. Strive continuously to build knowledge and skills. Share expertise with others

CORE COMPETENCIES

To perform this job successfully a person should demonstrate the following competencies:

1. Highly effective leadership and demonstrates a fundamental respect for the dignity of others. Works collegially and is a proven team builder. Inclined to coach and teach to improve the knowledge and ability of others but holds people accountable for results.
2. An innovator capable of creating or seizing opportunities to improve service effectiveness and outcomes for people served.
3. Understands and values quality improvement; applies managerial and technical skills to measure and improve efficiency and effectiveness to ensure compliance with all regulatory and contractual obligations. Able to effectively address overlapping projects and deadlines. Adaptable and reliable in the face of conflict crisis or changing priorities.
4. Able to lead a team in managing multiple and often simultaneous tasks in creating a work environment recognized for a high level of organization timeliness cost-effectiveness accuracy and results. Able to lead manage and work with people in a professional businesslike and non-emotional manner.
5. A demonstrated commitment to diversity and inclusion valuing a diversity of perspectives and encouraging contributions by all team members.
6. Business literate understands financial reports applies data to assess business effectiveness and efficiency and acts in a fiscally responsible manner.
7. Politically astute and tactful; attentive to the perspectives and competing interests of various internal and external stakeholders.

SUPERVISORY RESPONSIBILITIES

The Assistant Director of Programs directly supervises program-level management staff as assigned.

MINIMUM REQUIREMENTS FOR ALL PDI POSITIONS

You must be age 21 or over to work at PDI. You must also pass a pre-hire drug and background screen as well as random drug screens that may occur at any time and without notice while employed by PDI. You must be computer-literate comfortable with technology with well-developed oral and written communication skills. You must be able to complete and pass First Aid CPR and other required training.

If the position requires you to drive a PDI vehicle on company business you must possess a valid drivers license and agree to a review of your motor vehicle record for addition to PDIs authorized drivers addition if the position authorizes you to drive your personal vehicle on PDI business you must provide proof of automobile insurance and proof of required automobile insurance limits.

REQUIRED EDUCATION AND EXPERIENCE

An associates degree from an accredited two-year college or university in a relevant field and five years experience in the delivery of services in the field of support to people with disabilities mental health health or education.

PREFERRED EDUCATION AND EXPERIENCE

Bachelors degree from an accredited four-year college or university and two years of supervisory experience in a relevant field.

LANGUAGE ABILITY

Ability to read analyze and interpret complex documents and general business periodicals professional journals technical procedures or governmental regulations. Ability to write reports business correspondence and procedure manuals. Ability to effectively present information respond to questions common inquiries or complaints from groups of managers clients customers regulatory agencies from stakeholders and the general public. Ability to respond effectively to the most sensitive inquiries or complaints.

MATHEMATICS ABILITY

Ability to calculate figures and amounts such as discounts interest commissions proportions percentages area circumference and volume. Ability to apply concepts of basic algebra and geometry. Ability to apply concepts such as fractions percentages ratios and proportions to practical situations. Skilled in the ability to develop use and manipulate financial spreadsheets.

COMPUTER SKILLS

To perform this job successfully the Assistant Director of Programs must have high level knowledge of the Microsoft Office suite of products Internet software communications systems and specialized software specific to his or her area(s) of responsibility. Knowledge of assistive technology is desirable.

REASONING ABILITY

Ability to define problems collect data establish facts and draw valid conclusions. The ability to interpret an extensive variety of technical instructions in mathematical written word or diagram form and deal with several abstract and concrete variables.

WORK ENVIRONMENT

The Assistant Director of Programs works in the main PDI facility. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions.

While performing the duties of this job the Assistant Director of Programs is often exposed to harsh outdoor weather conditions. The noise level in the work environment is usually moderate but can often be elevated and hectic.

POSITION TYPE AND EXPECTED HOURS OF WORK

This is an exempt full-time position. Expected hours of work are 7:30 a.m. until 4:00 p.m. Monday through Friday and may vary based on schedule requirements and may include evening weekend and holiday hours. This position requires participation in community-sponsored and PDI-sponsored events during and outside hours of PDI operation.

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. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions.

The Assistant Director of Programs must often lift and/or move up to 25 pounds rarely lift and/or move up to 50 pounds and very rarely lift and/or move up to 100 pounds with the aid of an assistive device. Specific vision abilities required by this job include close vision distance vision peripheral vision depth perception and ability to adjust focus. While performing the duties of this Job the Assistant Director of Programs is regularly required to reach with hands and arms and talk or hear. The Assistant Director of Programs is frequently required to stand; walk; sit; use hands to finger handle or feel; climb or balance and stoop kneel crouch or crawl. The Assistant Director of Programs is occasionally required to react to and deal with unpredictable behavior by people served.

TRAVEL

Routine travel within a 75-mile radius of the PDI main facility is required and occasional overnight business travel may be required.

OTHER DUTIES

Please note that this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without duties assigned as needed.

PROGRAM ASSIGNMENT FACT SHEET

Individual Entry

Traffic Control and Individual Assistance

• Directly and closely observe vehicles in the parking lot and pick-up and drop-off areas
• Assist indDirectividuals served as needed in and out of vehicles and while moving in designated pedestrian areas
• Summon and assist individuals served in the afternoon as their rides arrive
• Communicate departure times to sign-out staff as needed

Restroom Assistance

• Assistdualsindividuals served with personal needs in the restroom
• Launder clothes that are soiled during the day
• Launder bibs and rags used during the day programAssist

Lunchroom Management

Support and supervise individuals served in the lunchroom at breaks and lunch

Provide personal assistance as needed including preparation and set-up of food beverages utensils and bibs

Microwave and carry hot items to individuals served and closely observe the lunchroom with regard to safety health and behaviors

Day Habilitation

• Facilitate planned activities to help individuals served to maintain and improve their skills
• Keep individuals served engaged in activities during the day
• Keep accurate notes on individuals served and their progress on specialized goals
• Ensure the safety and well-being of each individual being served
• Assist with lunchroom management once each week as assigned (see above).

Vocational: Prevocational Supported Employment Division of Vocational Rehabilitation

• Teach job skills to prepare individuals served for community employment
• Pay close attention to detail and work with high accuracy
• Explore individuals served interests and abilities with regard to employment
• Assist individuals served with products and tools to perform their duties
• Coordinate curricula and scheduling of prevocational training classes
• Monitor and interact with individuals served while they are working
• Assist individuals served with personal needs
• Assist with lunchroom management once each week as assigned (see above)
• Accurately clock individuals served in and out of the work environment
• Use accurate job codes for the work of each individual being served
• Assist people served with personal needs including but not limited to lavatory assistance as needed
• Solicit approved local businesses for community-based situation assessment locations
• Schedule PDI and Division of Vocational Rehabilitation (DVR) encounters at approved locations appropriate for desired employment outcomes.
• Conduct CBSAs transport individuals to and from CBSA locations supervise and provide instruction specific to the employment opportunity
• Complete job exploration opportunities for individuals receiving prevocational services and assist in the completion of referrals to DVR
• Provide accurate and timely documentation for each individuals CBSA participation progress and outcome for DVR and individual plan development
• Conduct employment searches and help complete applications for employment (paper-based and online) with and for individuals
• Accompany individuals to employment interviews provide coaching and support for employment interviews complete timely and accurate documentation of participation progress and outcome
• Provide employment coaching during each assigned individuals hours of employment and complete timely and accurate documentation of participation progress and outcome
• Solicit volunteer opportunities in the community for individuals in services
• Provide transport and support for job exploration and volunteer opportunities for assigned individuals in services
• Follow PDI policies and procedures to be added to its authorized driver list prior to any activities related to the Vocational Program