Program Administrator

Job Description

Job Description

Job Title : Program Administrator

Department : Administration

Reports To : Deputy Director

FLSA Status : Non-Exempt

Summary

The Program Administrator performs a variety of administrative tasks to facilitate Direct Support Staff scheduling, temp staff invoice auditing, scheduling and tracking medical appointments for supported individuals, and curating weekly and monthly reports related to support services.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Manages the proactive weekly staff schedule for all support programs, including but not limited to Residential, Personal Supports, Behavioral Respite, and Meaningful Day Services.
• Proactively schedules substitute staff, regular staff for overtime, and temp staff to fill all vacancies each week. Works to use staff effectively, and to minimize overtime and use of temp staff when possible.
• Utilizes the payroll system to monitor overtime, DOL requirements, and agency standards. Works with HR to ensure that recruitment efforts are strategically targeted to reduce excessive over time.
• Reviews and approves all temp staff invoices. Audits the invoices against scheduling records to ensure the billed temp staff are the staff expected to work. Works with the QA auditor and other administers to ensure that all Temp staff scheduled / invoiced are approved for work with Creative Options. Reports any discrepancies to their supervisor and the Director of the appropriate program / unit.
• Collaborates with the HR department to ensure that substitute staff are utilized effectively, that newly hired employees are compliant with training requirements prior to starting work.
• Manages the scheduling of medical appointments for the supported individuals, including staffing and transportation.
• Tracks the medical appointments of all supported people to ensure that the necessary post appointment documentation was completed and is submitted to the correct Director.
• Verifies that the medications ordered and delivered match the required medication for each individual as listed in the agency’s internal record keeping system.
• Collects all weekly and monthly documentation from the sites and programs, tracks the successful submission of the documentation, and notifies the correct supervisor of any discrepancy.
• Ensures all staff are trained to support the individual needs of people prior to scheduling staff to work shifts.
• Maintains detailed and organized records of each work task, the progress towards completion (if applicable), and stores this information in a manner in which it is accessible to other admins or their supervisor as necessary.
• Maintains all required trainings and certifications required by the agency.
• Represents Creative Options in a professional manner at all times while at work and in the community.
• Maintains and supports Creative Options “Vision,” “Mission,” and “Motto” statements.
• Performs CPR and First Aid as needed.
• Ensures individual rights are protected and that regulations related to confidentiality, safety and health are maintained in accordance with agency and licensing standards.
• Maintains ethical and competent professional relationships and the highest quality of delivery of services.

Supervisory Responsibilities - This position does not require supervisory responsibilities.

Schedule requirements / Job classification - This position is a full-time position, with the expectation of 40 hours per week of work. The work is expected to be completed in person at the main office during the hours of 8 : 30am-4 : 30pm Monday through Friday. This position is an hourly, non-exempt position

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

Education and / or Experience - 4-year Degree and 5 years’ experience working directly in a related position or equivalent combination of education and experience.

Language Skills - Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

Mathematical Skills- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Reasoning Ability - Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills - To perform this job successfully, an individual should have knowledge of Email, Microsoft office suite programs, and touch screen devices such as smart phones and tablets.

Certificates, Licenses, Registrations - Valid Maryland driver’s license with a good driving record.

Safety and Training Requirements - Must successfully complete all agency and DDA training requirements within first 90 days of employment and maintain required training re-certifications.

Other Qualifications - Knowledge of DDA service delivery system and budget system. Knowledge of generic resources and other stated relates services.

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 individuals with disabilities to perform the essential functions.

The duties include but are not limited to kneeling, bending, squatting, stooping, lifting, pushing, pulling, reaching, standing, and walking. Standing for a prolonged period. Remaining in a stationary position, often standing, or sitting for prolonged periods. Moving about accomplishing tasks or moving to different worksites. Repeating motions that may include the wrist, hands and / or fingers. Ability to hear tones and use of sight to include close vision, distance vision, peripheral vision, and depth perceptions. Ability to visually and physically interact with electronic devices for extended periods of time, including but not limited to televisions, smart tablets, smart phones, and computer screens. Ascending or descending stairs. The employee must regularly lift and / or move up to 10 pounds. The employee must be physically able to work in low light conditions, and in brightly lit environments including natural and artificial light. Communicating verbally or electronically to exchange information.

Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The environmental work conditions include but are not limited to occasional exposure to outside weather conditions. Possible exposure to bloodborne pathogens and other body fluids. Moderate noise levels and occasional loud noises. Working with a diverse population of fellow employees and exposure to other people frequently. Traveling in an automobile and visiting public places.