Assistant Director of Day Habilitation

The Day Service Assistant Director is responsible to assist and ensure the overall operations and services are being delivered according to state and federal regulations, agency policy and procedure and according to the agency’s mission. The role of the Day Service Assistant Director is responsible to assist in the overall coordinating and managing the overall day services.  The role of the Day Service Assistant Director is to oversee and manage the operations of all Day Services and ensure for support individuals with an intellectual disability/mental health to reach their goals, valued outcomes, develop skills and provide support as required with Day services. The position is responsible for maintaining a safe, supportive, and therapeutic environment which fosters growth and rehabilitation and facilitates the development of independent and self-help skills of the individuals. The Day Service Assistant Director is responsible for training, planning, supervising, and coordinating the services and interaction of the staff, support staff and managerial staff as well as ensuring compliance with state and federal regulations.

The primary areas of responsibility for this position include personnel management and program coordination including but not limited to the final hiring the highest quality of staff, assuring they complete orientation ongoing training, and assisting.  The Day Service Assistant Director is responsible for monitoring all aspects of the day programs including but not limited to developing individual goals and plans and implementing the program in accordance with state and federal regulations along with agency policies and procedures. The Day Service Assistant Director is also responsible for assuring coordination and management of the overall operations, medical, financial and maintenance aspects of the facilities, through guiding and directing the employees. 

This position is responsible for maintenance and revision of developed systems within the Developmental Disabilities (DD) program including quality assurance systems, training systems, and billing systems. Responsible for keeping these systems organized, efficient and for ensuring that staff is using these systems appropriately. The Assistant Director works as a support to the Director in operating the program in compliance according to agency policy and state regulations, along with the supervision of the assigned workforce and their performance. The Assistant Director acts as the Director in the absence of the Director.

Employee must possess the ability to interact with individual and staff professionally and ethically, understand and implement service plans, and to complete all required documentation clearly, legibly in a timely manner. Must have a passion for and desire to work with people with intellectual disabilities and other physical or mental disabilities. Knowledge of basic human physical and psychological needs. Knowledge of simple health and safety precautions. Knowledge of simple nursing care, first-aid, behavior management, personal and environmental hygiene. Ability to write progress and behavior reports using a professional, objective style and voice. Ability to use computers and other electronic equipment. Ability to interact with individuals, community members and other treatment team members. Ability to read and comprehend technical training manuals. Ability to follow written and oral instructions course of action. Ability to learn basic operation and maintenance of adaptive equipment. Ability to be supportive and patient. Ability to be a team player.  Ability to observe, record and report participant’s behavior, attitude, and physical condition. Ability to be on call and work extended day to day hours. Ability to prioritize conflicting deadlines. Ability to observe, record, and report participant’s behavior, attitude, and physical conditions. Ability to obtain First Aid/CPR certification and Medication Administration Training.

ESSENTIAL RESPONSIBILITIES:

1. Directly supervises and manages the day-to-day operations of Day Program Department and responsible for managing, planning, supervising, and coordinating the program operations of all day programs.
2. Plans, directs, and supervises the daily operation of systems within the program and supervise and manage the day-to-day operations of the agency’s Day Services and responsible for managing, planning, supervising and coordinating the program operations.
3. Work as a team and collaboratively with other agency providers, departments, and administration.
4. Effectively communicate and support the organization’s mission, vision, and values, while monitoring and ensuring activities, both inside and outside of the Day Support, comply with State and Federal regulations and Agency and Program specific policies and procedures.
5. Ensuring goals are met in areas including client and family satisfaction, safety, quality, and team member performance.
6. Oversee and monitors all required reports, incident reports, corrective action, statistics, and quality assurance functions to verify program services are in accordance with agency and departmental Quality Assurance, Corporate Compliance and HIPAA policies and procedures. 
7. Conduct compliance reviews of the program to ensure state and agency record and program compliance for all programs and directs and oversee delivery of services with Day Habilitation Program Services.
8. Oversee and track staff’s Program Specific Training for staff compliance and ensures staff are adequately trained to implement individual full care plan.
9. Monitors and reviews all general events and incidents and develops systems to ensure the health and safety of individuals for all programs.  
10. Ensure payroll is completed for direct reports and oversee and monitor management to ensure all respective workforce payroll is completed.
11. Identifying risks and developing corrective plan to avoid potential incidents.
12. Monitor and oversee the development and implementation of Person-Centered Plans, timely completion of Person-Centered Reviews.
13. Ensure admissions and discharge procedures are followed according to state regulations and agency policy; along with the team, review documentation for admissions and partake in Intake Meetings. Assist with day service development and increase participation.
14. Maintain an updated and accurate roster of program participants and maximize Medicaid billing and manage program staffing to ensure budgetary goals for all programs.
15. Ensure safety for individuals within the day support setting and the Direct Support Professionals who work there.
16. Development and ongoing management of future budgets, staffing, maintenance, and safety for day services.
17. Utilizes effective interpersonal, counseling and negotiation skills to handle sensitive issues with families, other providers, care managers, personnel, and other and external agency personnel. When necessary, maintains on-going contact with the residential service providers, oversight offices, parents, advocates, and other professions to ensure the continuity of service delivery. When necessary, maintains on-going contact with the residential providers, oversight offices, parents, advocates, and other professions to ensure the continuity of service delivery.
18. Monitors and follow up to ensure the planning and coordinating services designed to: teach individuals life skills necessary to establish and maintain their independence and increase individuals’ participation in social and community-based activities, increase individuals’ range of socially appropriate behaviors and habits to increase acceptance and integration in the community at large and assist individuals in maintaining health and safety skills.
19. Follows up and monitors requests and secure maintenance and repair services, as needed, as well as ensures that furnishings are appropriate, sufficient, and in good condition.
20. Evaluates the performance of leadership teams of each program, provides training and foster team building and positive productive work relationships on site and support Management Teams and staff in the understanding and implementation of the OPWDD Professional Core Competencies.
21. Ensure that management teams are following all aspects of the programs operations as per policy and procedures.
22. Assist in the developmental of individual team productivity, allocates resources and staff.
23. Review all records and documentation prepared by the Client Coordinator on a regular basis and ensure the Client Coordinators are attending all individualized service plan meetings, and applicable review to ensure compliance.
24. Responsible for evaluating the management teams; staff’s performance by reviewing submitted, observations and outcomes of performance related issues.
25. Establish procedure and protocol for the integration of special services for each individual and day program.
26. Consult and collaborate issues impacting each day program facility with team supervisors and others.
27. Assess, review, and keep records of all individuals to ensure accuracy, compliance, and quality services in all day programs.
28. Attend day services management meetings and agency wide management meetings, in addition to conducting management meeting on a regularly scheduled basis and as needed to disseminate information pertinent to the operation of the programs and agency.
29. Monitor, oversee each day program’s fire drill schedule and emergency evacuation drills for all day programs and individual, and review fire drill reports to ensure accuracy and compliance.
30. Work collaborative and assist in supervising the Client Coordinators to ensure complete Staff Action Plans, Monthly Progress Notes and Service Documentation for compliance and adequate implementation for all participating individuals. Ensure that the Client Coordinators are developing goals for the individuals, monitors individuals’ progress and review such progress on a daily basis, ensures compliant documentation, documents all outcomes, and make appropriate recommendations.
31. Work collaboratively with the IDT team and provide effective communication to ensure adequate continuity of care.
32. Oversee and monitor all Day Habilitation programs are adequately staffed, based on regulatory ratios and individual needs, which includes monitors staffing patterns and the allocation of staff within the program.
33. Oversee and monitor that Day Program Stipend guidelines, policies and procedures are followed to ensure individuals choices and rights related to their funds are upheld.
34. Oversee and monitor the health and medical procedures to ensure day services incorporates adequate attention, follow-up, and advocacy to ensure individuals receive quality health care.
35. Oversees all support services within the facility, i.e., housekeeping, storeroom, building maintenance, which includes all outside contracts (security, pest control, fire equipment, business machines, HVAC contracts)
36. Interviews, hires, evaluate, supervise, and disciplines management staff and oversee all other personnel issues.
37. Monitor and oversee the day programs budgets and operations to ensure adequate services, proper use and spending,  and assists in the development of the programs’ budgets.
38. Ensure all instances related to operations involving state office interactions, individuals’ well-being, workforce and staffing relations and overall agency concerns or updates are given to supervisor (following chain of command procedures) in timely and complete manner.
39. Covers the duties of leadership roles in the event of a vacant position or leave time.
40. Performs all other duties assigned by supervisor and/or director.