The VP of Residential Services should be a highly organized, self-starter with the ability to manage programs across Brooklyn, Queens & Staten Island. The individual holding this position must have the ability to use on-line apps and programs such as Microsoft Office products including SharePoint, Power BI, One Drive, Excel, PayCom, Precision Care and possess to learn other data management systems. The individual holding this position must have the ability to both analyze and produce charts, grids and other reports to evaluate and communicate program and personal performance. The person holding this position must have the ability to work on multiple projects and committees while simultaneously performing their core job tasks.
Reporting to the Chief Program Officer, the Vice President of Residential Programs will supervise and oversee the work of Director of Programs (DOP), Residential Coordinators, Managers, Clinical and Direct Care Staff.
Leadership: In collaboration with CPO, DOP, Coordinators, Managers and other internal and external partners address programs needs
- Develop, monitor program budgets (Staffing & OTPS) ensuring compliance with budget plans.
- Review service utilization data for their programs to ensure billing is maximized.
- Assist in the development and execution of division meetings and trainings.
- Develop strategies to ensure programmatic compliance with all pertinent federal, state and city regulations,
- Participate in various policy development and strategic planning meetings. Working with DOPs, Coordinators and Managers on all agency initiatives, ensuring that they are implemented in assigned programs.
- On a weekly basis, arrange meetings with support departments staff (fiscal, HR, Training, etc.) to address issues and/or identified needs for assigned programs.
Training & Feedback: Lead and participate in the development of trainings to build the skills and capabilities of agency staff in the DD division and across the agency
- Develop new leaders by teaching and modeling professional practices.
- Provide new and emerging leaders training on agency and regulators policies & procedures.
- Conduct announced and unannounced program observations, providing feedback to DSP, clinical, management and administrative staff.
- Provide 1:1 development and supervision meetings. Complete initial evaluations and annual evaluations for supervisees.
Operations: Ensure that proper operation of assigned programs
- Ensure adherence by program staff to HeartShare’s policies and procedures.
- Ensure assigned programs meet all regulatory and agency policy, procedures and best practices.
- As needed assist staff in developing plans of corrective action (POCAs) in response to both internal QA audits and external OPWDD surveys. Ensure that all corrective items are completed by program management and/or designated others within specified timeframes.
- Ensure that clinical, staff and medical meetings are occurring and prescribed by agency standards.
- Review agency reports and dashboards to determine program & program staff functioning and trends. Using the information to implement corrective actions.
- As needed review findings of investigations, meet with appropriate staff to resolve issues, and ensure appropriate follow-up within designated timeframes for both investigation and SRC recommendations.
- Ensure that all program vacancies are filled expeditiously.
- Ensure that resident's personal allowance remains within agency specified limits.
- Ensure that facilities are properly maintained, clean and free from hazardous conditions.
- Meet with parents and other stakeholders as needed.
- Align personal and assigned programs staff efforts to support job task as outlined in the Management & Administrators Job Tasks document.
Fiscal: Ensure that assigned programs adhere to agency practices relating to revenue maximization, expenditures (staffing, OTPS), billing, etc. This includes participating in budget development meetings
- Monitor program spending including staffing, food, supplies etc.
- Monitor Overtime, Person allowance and other program systems reports, identifying trends and needs, implementing corrections as needed.
- Ensure assigned programs staff (DOPs, Coordinators & Managers) comply with agency policy, procedures and practices around life/staff action plan meetings, billing submission, data collection exception (DCE), etc.
- Ensure that assigned programs meet petty cash & invoices submission expectations.
Other Duties and Responsibilities:
- Attend operations meetings w/ VPs/DOPs/Clinical staff monthly and as needed.
- Ensure that assigned programs meet evaluation deadlines & that evaluations meet agency standards.
- Assist with staffing issues as needed, providing support, guidance and disciplinary actions as needed.
- Attend weekly HR meetings to presents staffing issues, ensuring that progressive disciplinary actions are documented in Paycom.
- Hold cluster meetings to inform and educate management & administrative staff.
- Provide coverage plans or direct supervision of programs in the absence of DOPs.
- Promote DSP and Frontline Supervisors Core Competencies.
- Represent HeartShare and its administration, both within and outside the agency in a manner that promotes the Mission, Vision, Values and Goals of the agency.
- Complete payroll for assigned staff.
- While the day-to-day operations of a group home is a dynamic undertaking, the above takes are not all inclusive, other tasks might be assigned by the CPO as needed. In addition, the person holding this position will be provided with a copy of the Management & Administrators Job Tasks document which communicates the job tasks and frequencies of tasks that their staff are expected to follow. The document also outlines the DOPs & VP’s role in supporting and supervising those assignments and tasks.
