Program Manager - Ryan White Services

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SERVICE AREA: Housing & Justice Related Services (HJRS)

PROGRAM: Ryan White Services

JOB OVERVIEW:

The Ryan White Service Program Manager is responsible for managing the operations of the EFA, Food Voucher, and Transportation programs and ensuring that the overall goals and program objectives are met. The RW Services Program Manager maintains knowledge of the HIV/AIDS community and serves as an expert technical resource to guide program, community, and departmental staff. This position supervises and manages the work of the EFA and Transportation Coordinators and Data Entry Clerks. This position also directly manages the operation of the food voucher program. The RW Services Program Manager is a member of the HJRS Leadership Team and is responsible for: ensuring compliance with federal, state, and county regulations and standards; submitting reports and grant proposals for funders; supporting and supervising staff; and ensuring IT technical assistance support as needed.

The Ryan White Services Program Manager position works to support PHMC’s Mission, Vision, and Core Values, which are as follows:

Mission and Vision: PHMC works to create and sustain healthier communities through partnerships with government, foundations, businesses, and community-based organizations. We envision a healthier community for all.

• Integrity: We are committed to building and sustaining trust across our teams, partners, and funders
• Impact: Our work is purposeful and rooted in a data-driven approach.
• Accountability: We hold ourselves and each other responsible for getting things done, effectively managing resources, and achieving sustainable results.
• Inclusion and Collaboration: We value and respect the inherent differences of all individuals, strive to amplify those voices and experiences, and are committed to working together to convene diverse perspectives, talents, and approaches to public health.
• Credibility: We are a trusted resource that delivers innovative approaches and reliable services to the communities that depend on us.

Reports to: Senior Director of Homeless and Social Service Programs

RESPONSIBILITIES:

Program Responsibilities

• Responsible for the oversight, implementation, and program outcomes of the EFA, Food Voucher, and Transportation Programs
• Responsible for the day-to-day operations of the Food Voucher program
• Attends both internal and funder meetings and provides feedback regarding program operations
• Establishes program goals in coordination with DHH, prepares program plans and reports, develops, updates, and modifies program procedures to reflect changes in program policy
• Implements and oversees processes to facilitate more efficient operations
• Oversees the assignment, implementation, and execution of data entry in CAREWare 6; monitors accuracy and timely data entry
• Assists the EFA and Transportation coordinators/programs with the coordination and confirming door-to-door transports with riders, contracted taxicab & paratransit providers, and Uber Health in the absence of needed staff support
• Ensures cross coverage across Ryan White Services by facilitating training across Emergency Financial Assistance (EFA), Food Voucher, and Transportation programs
• Monitors program budgets on a monthly basis; initiates a Purchase Request Form (PRF) to replenish the inventory of food cards from designated vendors
• Maintains knowledge of the HIV/AIDS community and serves as an expert technical resource to guide program, community, and departmental staff
• Conducts monthly food voucher reconciliation meetings with provider agencies
• Enters in FV Excel database and maintains the inventory and reconciliation records of food card documentation by: serial numbers, supermarkets, and monetary denominations; agency; and distribution date provided to agencies
• Responsible for the approvals of Purchase Request Forms (PRF) for processing monthly payments to transport providers, EFA landlords and utility companies, and medical case management agencies
• Works with Finance monthly on the inventory and reconciliation of food card distributions
• Works with the Senior Director of Homeless and Services and Social Service Programs and Finance on yearly Food Voucher budget and program renewals
• Meets with the Senior Director of Homeless and Social Service Programs biweekly for supervision
• Other duties needed to help drive the organization’s vision, fulfill the mission, and abide by the organization’s values

Supervision and Training

• Responsible for the overall leadership of the program staff in the development and implementation of short- and long-term plans and policies
• In the absence of adequate program staff, performs data entry tasks in CAREWare to support the program in accordance with prescribed protocols and guidelines for data quality and integrity, client application, registration forms, and transportation invoices
• Responsible for identifying and resolving problems and collecting, verifying, or reconciling transportation activity forms, eligibility of clients or invoices with PHMC management, medical case management representatives, and transportation representatives
• Evaluates the need for training and provides for appropriate training to service providers and/or program staff; collaborates with providers to develop and modify administrative procedures and standardize practices in the program
• Ensures ongoing training and compliance regarding participant confidentiality, the use of encrypted email, HIPAA, and DHH guidelines
• Manages personnel issues and advises on staff-related issues
• Works closely with HR regarding staff problems related to performance, workers' compensation, and other issues
• Develops training in response to staff needs
• Mediates intra-staff problems
• Performs troubleshooting to prevent serious situations from developing
• Schedules and attends staff meetings for individual programs and HJRS staff meetings
• Provides biweekly individual supervision to all supervisors/direct staff reports
• Addresses staff challenges or concerns to proactively prevent escalation

Administration, Compliance, and Data Quality

• Completes program reports and presentations, which include client-level data reports, quarterly and annual reports, and proposals, as well as internal and external trainings
• Maintains up-to-date weekly spreadsheets to monitor EFA, Food Voucher, and Transportation spending
• Creates and revises job descriptions and completes staff performance reviews
• Works closely with HJRS staff on space, computers, equipment, and other issues
• Reviews and submits recommendations for promotions, salary adjustments, improvement plans, etc.
• In collaboration with the Senior Director, interviews and hires new staff
• Understands and adheres to PHMC compliance standards as they appear in the PHMC Code of Conduct, Whistle Blowers, and Conflict of Interest policies
• Keeps abreast of all pertinent federal, state, and PHMC regulations, laws, and policies as they presently exist and as they change or are modified
• Complies with HIPAA and Confidentiality policies and procedures as they apply to the job
• Adheres to all PHMC policies and procedures
• Knowledge of and adherence to Infection Control and Environment of Care Guidelines and Procedures as described in the annual education module

SKILLS:

• Management skills, including effectively overseeing and delegating tasks, helping to maximize time, resources, and productivity
• Excellent interpersonal skills and demonstrated ability to effectively interface with internal stakeholders and partner organizations
• Excellent problem-solving, conflict resolution, and time management skills
• Program planning and development
• Ability to plan, direct, and coordinate activities
• Skilled at adapting to project constraints and resolving problems independently
• Experience in the use of CAREWare software a plus
• Ability to negotiate and administer contracts and work with state and federal government agencies, funders, and other organizations as necessary
• Ability to interpret statistical data and develop methods for addressing data errors
• Effective problem-solving skills within diverse social systems
• Strong organizational and multi-tasking skills
• Strategic decision-making skills
• Analytical skills
• Adaptability
• Ability to speak and write English proficiently and effectively
• Ability to communicate effectively in both written and oral forms
• Demonstrated ability to resolve operational concerns and create strategies to improve program efficiency

EDUCATION:

• Bachelor's degree required
• Strongly preferred: Master's degree

EXPERIENCE:

• 5 years of experience in managing programs and staff
• Strongly preferred: Experience in budget management
• Strongly preferred: Experience in nonprofit public health
• Preferred: Knowledge of HIV/AIDs services

SALARY GRADE: 20

PHMC is an Equal Opportunity and E-Verify Employer.