Program manager (kelly a program)

Support three older adults in a residential program where thoughtful care coordination and strong staff leadership make a meaningful difference. Individuals supported include residents experiencing early-stage dementia and one person with moderate medical needs. The Program Manager will help coordinate medical appointments and follow-up care, oversee medication-related responsibilities, and ensure consistent support with activities of daily living, dietary needs, and community participation. This program has a team of regular and relief staff who benefit from consistent supervision, communication, and guidance.

The ideal Program Manager is organized, attentive, and comfortable balancing individual support needs with employee coaching, scheduling, documentation, compliance, and day-to-day program oversight.

Nature of Work:

The Program Manager is responsible for supporting high-quality services for individuals served while promoting a positive, structured, and accountable work environment for Direct Support Professionals (DSPs). This role works collaboratively with the Senior Residential and/or Residential Manager and residential team to ensure the effective implementation of person-centered services, safe and compliant program operations, and a healthy, supportive milieu.

Essential Functions:

Individual Support and Service Coordination:

Participate in and be prepared for all Person-Centered Planning (PCP) and interdisciplinary team meetings. Provide input into the development and implementation of Individual Service Plans (ISPs). Ensure individuals receive necessary medical, psychiatric, and related services, including adherence to informed consent practices and appointment completion procedures. Coordinate appointments, transportation, and follow-up care. Attend medical, psychiatric, urgent, and critical care appointments as needed. Develop and maintain with the team weekly activity schedules aligned with PCP goals and HCBS requirements. Support individuals in communication and participation in meetings and decision-making processes. Maintain confidentiality and accurate records related to individuals served. Provide direct care support as needed to maintain program operations and continuity of care, including the flexibility to work additional Direct Support shifts beyond regularly scheduled shifts when staffing needs arise.

Safety and Program Oversight:

Conduct routine program checks and support overall program safety in collaboration with the Senior Residential and/or Residential Manager. Ensure completion of vehicle maintenance, registrations, and required safety drills. Conduct and document fire drills in accordance with agency policies and procedures and regulatory requirements, at least monthly. Promote a culture of safety by modeling appropriate practices and addressing concerns proactively. Identify, correct, and report safety risks and incidents immediately.

Fiscal and Budget Responsibility:

Monitor and manage expenses associated with the assigned program/location to ensure they remain within the approved budget. Maintain appropriate staffing levels while balancing the program’s operational needs with budgetary requirements. Monitor staff schedules, staffing hours and overtime to ensure appropriate cost efficiencies. Identify and address potential overtime or other staffing-related budget concerns proactively. Monitor other program expenses, including supplies, services, transportation, and other location-specific costs. Exercise sound judgement when making financial decisions and considering the impact of expenditure on the program’s overall budget. Communicate significant or unexpected financial concerns to the appropriate supervisor or department in a timely manner. Maintain accurate documentation and records related to program expenses and staffing costs. Work collaboratively with the administrative and finance teams to support accurate budgeting, forecasting, and financial accountability.

Documentation & Compliance:

Monitor and support completion of daily documentation, including audits and corrective actions for DSPs. Review incident reports daily and ensure they are accurately classified and entered into Evergreen in accordance with state requirements and agency guidelines. Ensure timely and accurate submission of required monthly and administrative documentation. Maintain and support individual financial plans and records in accordance with policy. Respond to quality assurance audits and implement corrective actions within required timeframes. Complete service unit reporting and other administrative tracking as required to include member attendance completed daily.

Leadership and Staff Support:

Support, coach, and provide ongoing guidance to DSPs within assigned program(s). Conduct competency evaluations and skills assessments for DSPs and document monthly supervision with DSPs within assigned program(s). Facilitate orientation and onboarding for new staff within assigned program. Provide timely, constructive feedback and coaching to promote staff development and accountability. Communicate performance-related information to the Senior Residential Manager or Residential Manager to support initial 90-day and annual performance evaluations. Promote accountability for timely completion of required trainings by monitoring staff training requirements, maintaining accurate records, and ensuring appropriate follow-up when scheduled trainings are missed. Schedule DSPs for required training while ensuring appropriate program coverage, and work collaboratively with the Training and/or Human Resources team to identify, coordinate, and schedule required renewal training for certifications approaching expiration. Maintain professional and effective communication with staff, leadership, individuals served, and external partners. Participate in treatment, team and residential meetings as required. Complete monthly written supervision of assigned DSPs and keep the Senior Residential Manager, Residential Manager, or Director informed of each employee’s performance, training status, documentation, and any areas requiring follow-up. Conduct routine reviews of employee documentation, performance, and training compliance to support staff development, accountability, and program quality. Complete approved employee corrective actions in a timely manner. Promptly report any personnel issues to the Senior Residential Manager, Residential Manager, or Residential Director.

Scheduling and Operational Support:

Collaborate with the Senior Residential Manager or Residential Manager to develop and maintain staffing schedules that meet program needs, and minimum billable hours, while minimizing overtime. Review and approve assigned employees’ timesheets by established deadlines, ensuring recorded hours, program or location cost center assignments, and other timekeeping entries are complete and accurate; follow up with employees regarding discrepancies. Provide on-call support to residential program(s) as assigned. Ensure adherence to policies and procedures to maintain a safe, therapeutic, and compliant environment.

Organizational Expectations:

Promote the agency’s mission and values through leadership, collaboration, and professional conduct. Embrace change, innovation, and continuous quality improvement. Foster a team culture grounded in respect, accountability, inclusion, and person-centered practices. Support and advocate for the rights, dignity, and self-determination of individuals receiving services. Maintain compliance with all agency policies, safety standards, and ethical practices.

Agency Core Values:

• Accountability: We take ownership of our actions, follow through on commitments, and hold ourselves and each other to high standards.
• Adaptability: We embrace change, stay open to feedback, and grow through learning and evolving together.
• Collaboration: We work as one team, listening, supporting, and building on each other’s strengths.
• Empowerment: We support individuals in making their own choices, fostering independence, self-expression, and valuing every voice and experience with respect and empathy.
• Community: We believe in the power of connection and community. We are dedicated to serving, placing the needs and well-being of those we support at the center of all we do.

Other Duties: Please note 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.

Additional Expectations:

Ability to work flexible hours, including evenings or weekends. Travel between program locations, as necessary. Demonstrate and commitment to confidentiality, ethical standards, and person-centered values.

Physical Requirements/ Work Environment:

Physical ability to walk, squat, stoop/bend, kneel, climb stairs, push and pull against potential resistance, implement MANDT and CPR/First Aid when needed. Must be able to lift and/or move at least 50 pounds to assist in life skills, such as bathing, physical rescue, and wheelchair assistance. Specific vision abilities may include close vision; color vision and the ability to adjust focus. Ability to understand and implement the concept of home and community support. Ability to remain calm and function appropriately in stressful situations. Ability to always maintain confidentiality. Works indoors in well-lit and ventilated rooms, and outdoors in the community. Possibility of cuts or minor burns from equipment. Possibility of exposure to communicable diseases. Possibility of strain or injury from interacting with the individuals supported.

Qualifications:

High School diploma or GED/Hi-Set required. Minimum of two (2) years’ experience in human services as a Direct Support Professional or similar role required. CRMA certification preferred, or ability to obtain within six (6) months of hire. Demonstrated ability to lead and support staff in a positive and effective manner. Strong understanding of confidentiality, professional ethics, and regulatory requirements. Possess basic computer skills and a working knowledge of Microsoft Office products and electronic health records preferred. Possess a valid Maine state driver’s license. Ability to speak, read, write and communicate effectively in English at a minimum of an eighth-grade level, with or without accommodation (required for state mandated training). Ability to obtain and maintain all required certifications which include DSP, CRMA, CPR/First Aid Ability to pass required background checks, to include: Adult and Child Protective Services; Criminal history; OIG Exclusion list; National Sex Offender Registry; and Bureau of Motor Vehicles record.