Program Administrator Job Description INDP
Job Summary
The Program Administrator is responsible for the overall leadership, management, and oversight of Grace Care Homes' Residential Treatment Home (RTH) and Adult Foster Home (AFH) programs. This position ensures that services are delivered safely, effectively, and in accordance with each resident's needs and goals while maintaining compliance with the Oregon Administrative Rules (OARs) and all applicable federal, state, and local laws and regulations.
The Program Administrator oversees the design, implementation, and continuous improvement of service delivery; recruits, hires, supervises, trains, and evaluates staff; and ensures the maintenance of program operations, the physical environment, personnel records, and resident service records. The position is also responsible for monitoring program performance, evaluating outcomes, collecting and analyzing data, preparing reports, and recommending operational and quality improvement initiatives to enhance resident care and organizational effectiveness.
Responsibilities
- Provide overall leadership and administrative oversight of the Residential Treatment Home (RTH) and Adult Foster Home (AFH) programs.
- Manage program operations within approved budgets, including staffing, overtime, supplies, and other operating expenses.
- Ensure the delivery of high-quality, person-centered services that support residents in achieving their individualized goals and objectives.
- Recruit, hire, orient, train, supervise, coach, and evaluate employees, providing ongoing performance feedback and corrective action when necessary.
- Conduct regular staff meetings and maintain effective communication with employees, residents, families, contractors, and community partners.
- Ensure adequate staffing levels are maintained to meet resident needs, licensing requirements, safety standards, and quality-of-care expectations.
- Develop, implement, and maintain written policies and procedures governing program operations and resident services in compliance with applicable regulations.
- Identify opportunities for program improvement and participate in both short- and long-term strategic planning.
- Respond to and coordinate resident referrals, including reviewing referral information and conducting timely admission screenings.
- Evaluate and provide recommendations regarding the appropriateness of resident admissions and placements.
- Review, approve, and ensure the accuracy and completeness of resident records and required documentation, including admission assessments, medication administration records (MARs), treatment plans, progress notes, incident reports, and other clinical documentation.
- Develop and oversee the implementation of individualized treatment plans based on clinical assessments and ongoing resident needs.
- Respond to emergencies, behavioral crises, and critical incidents, ensuring appropriate intervention, documentation, and follow-up.
- Attend court hearings, multidisciplinary meetings, and other professional meetings as required.
- Coordinate annual fire and life safety inspections with the local fire department and ensure timely correction of identified deficiencies.
- Conduct and document routine internal safety inspections of all facilities, ensuring compliance with licensing, health, and safety standards.
- Coordinate, oversee, and document required fire, evacuation, and disaster drills in accordance with Oregon Administrative Rules.
- Ensure all employees receive required orientation and ongoing training, including medication administration, behavioral health, emergency preparedness, abuse reporting, infection control, and other required health and safety topics.
- Adjust staffing schedules, assignments, and operational priorities as needed to meet program demands and ensure continuity of care.
- Establish and maintain positive working relationships with vendors, contractors, regulatory agencies, and community partners.
- Identify and resolve operational issues in a timely manner to ensure uninterrupted program operations.
- Monitor and ensure compliance with all applicable Oregon Administrative Rules (OARs), licensing requirements, Medicaid regulations, and federal, state, and local laws.
- Collect, analyze, and report program performance data, preparing reports on program outcomes, compliance, quality improvement initiatives, and operational concerns.
- Participate in an on-call rotation and respond to after-hours emergencies as necessary to ensure resident health and safety.
- Perform other duties and responsibilities as assigned to support the mission and operational needs of Grace Care Homes.
Knowledge, Skills, and Abilities
- Demonstrated leadership, organizational, and time management skills, with the ability to effectively prioritize and manage multiple responsibilities.
- Strong analytical, critical thinking, and problem-solving skills, with the ability to make sound decisions in a timely manner.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and other commonly used computer software and technology.
- Excellent written and verbal communication skills, including the ability to prepare clear, accurate, and professional reports, correspondence, and documentation.
- Ability to analyze, interpret, and present data to support program operations, quality improvement initiatives, and regulatory compliance.
- Knowledge of behavioral health principles and experience working with adults experiencing severe and persistent mental illness (SPMI) or other populations served by the program.
- Ability to establish and maintain positive, professional relationships with residents, families, staff, case managers, probation officers, referring agencies, community partners, volunteers, and other stakeholders.
- Ability to work independently while also collaborating effectively as a member of a multidisciplinary team.
- Ability to maintain professionalism, exercise sound judgment, and remain calm and effective during emergencies, behavioral crises, and other high-stress situations.
- Strong verbal de-escalation, conflict resolution, and crisis intervention skills, with the ability to respond to challenging behaviors in a therapeutic and trauma-informed manner.
- Knowledge of applicable Oregon Administrative Rules (OARs), licensing requirements, confidentiality standards, and regulatory requirements governing Residential Treatment Homes (RTHs) and Adult Foster Homes (AFHs).
- Commitment to person-centered care, ethical decision-making, continuous quality improvement, and maintaining the health, safety, dignity, and rights of the individuals served.
Qualifications
- Bachelor’s degree in psychology, Social Work, Behavioral Science, or a closely related field; or
- Background including specialized training, experience, and other demonstrated ability in providing care and treatment appropriate to residents with serious mental illness served in the program. Such background must include:
- One (1) year or more of clinical experience working in a setting that provides treatment to individuals who are diagnosed with serious mental illness; or
- Two (2) years or more of residential experience working in a setting that was licensed to provide care and services to individuals who are diagnosed with serious mental illness
- QMHP is required.
- Must be at least 21 years of age.
- Valid driver's license with an acceptable driving record.
- Demonstrated knowledge, skills, and abilities outlined in this job description.
- Successful completion of a criminal background check in accordance with Oregon Administrative Rules.
- Successful completion of a pre-employment drug screening
- Ability to participate in an on-call rotation and respond to after-hours emergencies as needed.
Physical and Mental Requirements
This position requires the ability to:
- Work extensively on a computer and perform administrative tasks for prolonged periods.
- Sit, stand, walk, bend, squat, kneel, and climb stairs on a frequent basis.
- Respond promptly to resident emergencies, behavioral crises, and other urgent situations.
- Lift and carry items consistent with normal office and residential care operations.
- Maintain sound judgment, professionalism, and composure while working in stressful or emotionally challenging situations.
- Effectively utilize verbal de-escalation and crisis intervention techniques when responding to behavioral health emergencies.
Work Environment
This position is performed primarily in an office environment but also requires regular work in Residential Treatment Home (RTH) and Adult Foster Home (AFH) settings. The Program Administrator will have routine interaction with residents, staff, healthcare providers, regulatory agencies, and community partners.
Compensation and Schedule
Salary: $84,000–$94,000 annually
Schedule: Monday through Friday, 9:00 a.m. – 5:00 p.m. (schedule may be adjusted based on organizational needs and mutual agreement).
This position requires participation in an on-call rotation and availability to respond to after-hours emergencies and operational needs.
Disclosure Statement
The statements contained in this job description are intended to describe the general nature and level of work performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, or qualifications
Pay: $84,000.00 - $94,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
