Job Description 2024

Job Title: Program Manager II

Division: Management Department: Programs

Reports to: Co-Director ML Operations Date Created: 6/26/2023

FLSA Classification: Exempt Date Revised: 7/8/2024

Company Purpose/Mission:

Roy Maas Youth Alternatives (RMYA) creates brighter futures for children in crisis by promoting individual success and healthy relationships in a safe, healing environment, giving children and families the tools to end the cycle of abuse. RMYA provides treatment programs for traumatized children who most often are victims of sexual, physical, and/or emotional abuse. RMYA supports using trauma-informed techniques and relationship-based approaches to create a safe environment that provides consistency, structure, and caring for the children we serve.

Job Summary:

The Program Manager II typically oversees operations in the residential treatment center or emergency shelter. The Program Manager II is responsible for directing the overall operation of the assigned area; implementing established operational procedures; providing oversight of employees; and ensuring the program is operated in compliance with applicable licensing, contracts, and RMYA standards for quality.

They are responsible for supporting the employees who are direct care in their efforts to ensure the safety, security, and well-being of the youth in our care in a way that supports stability and growth as determined by the individual youths treatment plan. This support is provided through resource management, coordination with clinical and support services as well as the operationalization of RMYA values; protection, simplicity, integrity, community, equality, and responsibility as the framework for transforming the lives of the youth we serve. Program Manager IIs work assignment and location is based on the needs of the organization and can change over ones tenure.

Essential Duties/Responsibilities:

People Responsibilities:

• Meet regularly with team members to establish goals and objectives, monitor performance, and provide resources and feedback to enable success of their team.
• Build and manage effective working relationships with team members and others to ensure a high level of employee engagement.
• Ensure continuous improvement of the employee experience throughout the entire employee life cycle.
• Function as cultural advocate internally and externally.
• Manage performance of employee, ensure ongoing training, development and corrective action as warranted.
• Coach, teach, and mentor team members in their role in the program, provide on the job training, using Trauma informed practices, TBRI (Trust Based Relational Intervention) principles and methods.
• Empower team members to solve problems, work collaboratively with others i.e., probation officers, caseworkers, school officials, etc.
• Foster a collaborative, supportive, accountable work environment.
• Assist in recruitment and onboarding of new employee members.
• Lead regular team, employee, and shift change meetings.

Program Responsibilities:

Administrative:

• Coach, teach, and mentor direct care employees on the requirements and importance of complete, accurate and timely documentation when reviewing incidents and restraint debriefings when employees are involved in these situations.
• Ensure employees consistently follow reporting and notification protocol for serious incidents.
• Ensure all documentation is complete and accurately recorded in client management system(s).
• Review program documentation frequently and audit weekly to ensure adherence to established protocols, quality, and timeliness.
• Ensure accuracy of data in client management system by inspecting and certifying the timeliness and accuracy of client tracking and status reports for ongoing review/audit of program as well as monitoring, level of service reviews, required logs, and direct reporting for all funding sources.
• Review and ensure all end of the month documentation and reporting is accurate, meets requirements and submitted to caseworkers by the 5th of the following month.
• Maintain a list of summer intakes and discharges to ensure information is provided to appropriate schools.
• Direct and manage delivery of program services.
• Monitor compliance (data collection, program team compliance with objectives/outcomes) and reporting with contractors (DFPS/JP/RHY, United Way, etc.)
• Complete all required administrative responsibilities as they relate to timekeeping, training, and performance management in a timely manner.
• Provide technical assistance to program employees.
• Be available for assigned on call shifts.

Management:

• Ensures all direct care employees model and teach important life skills by conducting regular inspections to verify acceptable levels of quality.
• Ensure supervision of youth is maintained.
• Ensure that the program and campus facilities are maintained at the highest standards for quality in accordance with licensing and other relevant inspection entities (i.e., fire, health, safety, etc.) by reporting deficiencies in a timely manner and reviewing that direct care employees are completely and appropriately completing required documentation (i.e., vehicle logs, refrigerator/freezer logs, fire drills, etc.)
• Engage proactively in program review, planning, and development to ensure that program activities are safe, clinically/culturally relevant; and within RMYA, licensing, and funding source guidelines by working directly with clinical, educators, and other employees.
• Monitor/manage closed-circuit security cameras for security purposes.
• Perform intakes and ensure that direct care employees thoroughly orient every new resident to the program.
• Upon admission to the program, ensure that residents are enrolled into the appropriate school setting and grade level within mandated requirements and recommendations outlined in accompanying school records.
• Assist in coordinating and transporting school field trips and/or extracurricular activities.
• Assist with ensuring residents are signed out from school and returned after their scheduled appointments.
• Ensure that Educational Portfolios are current and complete by performing weekly audits, with all documentation provided by the school (progress reports, discipline notices, report cards, ARDs, testing, etc.) and provide duplicate copies of all such paperwork to the programs for their records.
• Ensures employees attend medical evaluations with youth to review medication needs and verify documentation; and ensures medication book is accurately updated in a timely manner. Ensures medication errors are reported to appropriate entities in a timely manner.
• Ensures youth is withdrawn from educational institution occurs in preparation of discharge and that the educational portfolio is completed and accompanies the child upon discharge.

Process Responsibilities:

• Manage program expenses over which control exists (personnel, utilities, program funds, etc.) to leverage each resource to its highest use. Ensure all staff execute payroll responsibilities in a timely manner and in accordance with established procedures.
• Answer all phone calls to ensure accurate information is received by all interested parties.
• Ensure documentation of meetings (individual and team), and issues are prepared on a weekly basis.
• Read and respond to emails promptly to ensure accurate and constant communication with therapists, caseworkers, probation officers, and other interested parties.

Relationships and Collaboration:

• Lead collaboration and communication with employee and leadership to provide and improve services to youth.
• Represent RMYA in a professional manner at approved events in the community, gatherings, workshops, and training.
• Work with external partners within various networks of organizations to solve local issues through collaborative programming.
• Maintain professional and ethical standards as prescribed by RMYA.
• Maintain personally required training hours.
• Special projects as assigned.
• Be supportive of all RMYA policies and procedures, and actively participate in their development by proposing changes and updates as well as working on teams designed to improve how we work together.

Other Duties/Responsibilities:

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 with or without notice.

Required Qualifications:

Education and experience:

• Bachelor's degree in social science or related field and three years direct care experience with emotionally or behaviorally challenged children and youth in a residential, shelter, or community-based setting and two years supervisory experience or
• Masters degree in social science or related field and two years direct care experience with emotionally or behaviorally challenged children and youth in a residential, shelter, or community-based setting with emotionally or behaviorally challenged children and youth in a residential, shelter, or community-based setting and one-year supervisory experience.

Certification/Licenses:

• Valid Texas drivers license. Must have and maintain acceptable driving record.
• Licensure: Must be able to obtain Licensed Child Care Administrator (LCCA) license within six months of employment.

Competencies: o People skills demonstrates sensitivity and empathy with others, possesses insight into behavior, maintains open communication and respects diversity, interacts respectfully, effectively, and cooperatively with a wide range of people.

• Integrity and ethics demonstrate strong moral principles and work ethic, behaves ethically, acts fairly, takes responsibility, and maintains client confidentiality.
• Professionalism maintains a professional appearance and presence, demonstrates self-control and a positive attitude.
• Initiative demonstrates a willingness to work and persists to accomplish tasks even when conditions are difficult or deadlines are tight, setting challenging goals and can work independently.
• Dependability and reliability fulfill obligations and follows through, meets attendance and punctuality expectations, attends to details and follows directions.
• Adaptability and flexibility - displaying the capability to adapt to new, different, or changing requirements. Embracing new innovations and providing suggestions to improve processes and tasks.
• Lifelong learning demonstrates a commitment to self-development and improvement.
• Reading able to understand and comprehend written information in a variety of formats.
• Writing able to use standard business English to compile information and prepare written documents.
• Communication conveys relevant information to individuals or groups effectively, clearly, and concisely. Able to understand, interpret, comprehend, and respond to information received from others.
• Teamwork establishes productive relationships and works cooperatively with others to complete work assignments and meet team objectives. o Customer focus efficiently and effectively addresses the needs of clients/customers.
• Health and safety maintain a healthy and safe environment.
• Laws and regulations knowledge of relevant local, state, and federal laws and regulations that impact the delivery of long-term support, care, and services. o Patient health and safety implement procedures and protocols to promote the health and wellness of a person receiving support, care, or services.
• Long term care, support, and services-knowledge of the broad range of services and support designed to ensure health and safety and promote independence of individuals receiving services.
• Documenting/recording information entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic format to efficiently manage record-keeping.
• Supporting daily living effective application of the knowledge, skills, and ethics necessary to assist and support individuals who require health and human services to live a self-determined life in a safe and healthy manner.
• Crisis prevention and conflict resolution knowledge of potential crisis situations or behavior, and the appropriate procedures to de-escalate the situation or minimize the likelihood of danger.
• Informing gathering and disseminating information to determine what information employees need to perform their work. Making sure employees stay informed through a variety of means with current information.
• Delegating delegating efficiency and appropriately so tasks are met within established timelines.
• Staffing identifying required skills and assessing qualifications to ensure that the work unit is appropriately staffed to accomplish its goals.
• Supporting others demonstrating a positive regard and offer support for employees through advocation, counseling, and helping.
• Manages conflict and team building identify sources of conflicts, encouraging resolution, discouraging unproductive behavior, and building cooperative teams through communication and commitment to solutions.
• Monitoring work identifying performance criteria for individual and team performance and establishing a process for measuring progress, reviewing work, and soliciting feedback.
• Motivating and inspiring setting an example for employees and generating enthusiasm while making employees feel valued by recognizing and rewarding them.
• Developing and mentoring encouraging employee self-assessment, enhancing job skills, promoting training, supporting learning, preparing for the future, and identifying career issues.
• Clarifies roles and objectives explaining job duties, instructing, setting performance goals, linking tasks to organizational objectives.

Physical Requirements: Prolonged periods of sitting at a desk and working on a computer. Constant walking, standing, sitting, bending, arm and wrist rotation, reaching, writing, typing; frequent lifting and carrying at least ten pounds, pushing, pulling, and occasional driving; in person attendance with face shield/mask required.

Work Environment: Willingness to work flexible hours, including evenings, weekends, and holidays. Shifts in environmental conditions i.e., hot, cold, outdoor, indoor, dry, humid, noise, congested areas. Fast-paced work using sensory demands i.e., hearing, vision, speech, spatial perception; dealing with multiple, complex, and repetitive tasks, working under pressure and deadlines. May be requested to work overtime and weekends for special program events.

Preferred Qualifications:

• Education: Masters degree in social science or related field and two years direct care experience with emotionally or behaviorally challenged children and youth in a residential, shelter, or community-based setting and one-year supervisory experience.
• Certification/Licenses: Currently a Licensed Child Care Administrator
• Experience: Some experience and knowledge of security/closed-circuit cameras (saving video segments, recording, view past incidents).

Competencies:

• • Mathematics- using principles of mathematics to solve problems like quantification, computation, measurement, and estimation.
  • Science- using scientific methods and comprehension to solve problems.
  • Critical and analytical thinking- using logic, reasoning, mental agility, and analysis to address problems.
  • Promoting empowerment-develop strategies to assist and support the team to make informed choices through participation, self-advocacy, and utilization of resources.
  • Keeping customers informed- following up in a timely manner to requests and inquiries.
  • Planning and organizing plans and prioritizes work, manages time effectively, develops contingency plans, and manages projects.
  • Problem solving and decision making- applying critical-thinking skills to solve problems by generating, evaluating, and implementing information, solutions, and alternatives.
  • Working with tools and technology- selecting, using, and maintaining tools and technology to facilitate work tasks.
  • Scheduling and coordinating- planning and scheduling appointments. o Instructing- teaching or showing someone how to do something.
  • Business fundamentals- knowledge of basic business principles, trends, and economics.

Work Authorization/Security Clearance Requirements:

Successful clearance of Department of Family and Protective Services licensing background checks, (to include fingerprinting and drug testing) and maintenance of status providing ability to be present at an operation.

Equal Employment Opportunity Statement:

Roy Maas Youth Alternatives is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. RMYA does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.