Assistant Program Manager
Enhanced Care Management (ECM), Prop 47, and Fairview PSH
JOB TITLE: Assistant Program Manager
REPORTS TO: Program Manager / Director
HOURS: 40
CLASSIFICATION: Exempt
REQUISITION NUMBER: 1793
SUMMARY: The Assistant Program Manager of Monterey County Programs is responsible for the daily oversight of the Monterey County Enhanced Care Management Program, Fairview PSH, and the Monterey County Proposition 47 Program. The Assistant Program Manager will provide regular field-based support to staff and members involved in both programs and assume the lead role for all reporting and data compliance requirements. The Assistant Program Manager leads, administers and oversees program services and directly supervises a team of Service Coordinators. The Assistant Program Manager will leverage existing community care management, housing transition and navigation services, housing tenancy and sustaining services, and work collaboratively with community partners. The Assistant Program Manager will work closely with Central California Alliance for Health, ensuring that Step Up adapts to and implements new DHCS policies and standards. The Assistant Program Manager will also work alongside the Monterey Public Defender’s Department, adhering to BSCC guidelines and working within a cohort model to provide wraparound support to all members. Lastly, the Assistant Program Manager will work closely with the Services Team at Fairview and support healthy collaboration with the Housing Authority.
BENEFITS AND WHAT WE OFFER:
- Opportunities for growth and professional development.
- Generous paid time off (13 paid holidays, 10 days of EPTO, 12 sick days).
- Competitive salary and benefits package. Health, dental, vision, Aflac, and life insurance $25,000.00
- 403(b) retirement plan available on the first day of work. After working 1000 hours, Step Up matches 3% of the 6% the employee contributes.
DUTIES: The following reflects essential functions for this job but does not restrict other tasks, which may be assigned:
(The section below can be edited to fit the position)
Leadership, Administration, Oversight
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Develop and implement program goals and objectives in alignment with the organization’s mission and vision.
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Provide oversight of program operations, including training and supervision of Care Coordinators and Outreach Staff.
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Demonstrate thorough understanding of contractual expectations for Step Up and relay important dates and timelines to staff.
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Provide weekly supervisor and coaching to all staff and leverage inter-departmental support to monitor chart compliance and billing.
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Ensure integration of Evidence Based Practices, standards of excellence, and SUOS Core Values into daily work and programming.
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Demonstrate comprehensive understanding of housing navigation practices, including linkage with Housing Authority of Monterey County, Housing Choice Voucher Programs, landlord interface and housing preparation.
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Leverage appropriate housing programs and dollars based on member eligibility and demonstrate shrewd ability to maximize contract dollars and streamline enrollments.
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Work collaboratively and strategically with other community organizations to support a seamless and coordinated system of care.
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Work with the Director to manage program budgets and contracts and ensure proper spending and billing takes place.
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Engage in Contracting discussions with management team and program funders as needed.
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Monitor contract spenddown's and engage in monthly correspondence with staff accountants to ensure spending matches funder budgeting requirements.
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Ensure EHR accurately captures member services and aligns with the desired outcomes.
Direct Service and Support
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Provide guidance and oversight into all aspects of service provision.
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Ensure that each program is fully and appropriately staffed to perform objectives. Take a leading role in staff hiring and onboarding process. Ensure team members have proper training and understand their job and roles on the team.
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Accompany staff to outreach and case management sessions and model evidence-based practices during service delivery.
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Advocate for members enrolled in their respective programs and find creative solutions to address their pressing needs.
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Provide regular staff supervision and support staff in addressing member obstacles as they arise.
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Manage all ECM Care Plans in Welligent (EHR) and support staff in aligning case notes with documented client goals.
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Ensure ECM billing occurs 2x per month; new program intakes are completed within 30 days, Healthcare assessments within 45 and Service plans within 30 days.
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Administer ECM self-auditing tool monthly and designate staff admin days for successful completion. Utilize QA team for auditing preparation on a bi-annual basis.
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Facilitate wraparound conferences with members and their extended support teams and embolden staff to enhance their facilitation skills.
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Lead interdisciplinary meetings with Step Up colleagues, including designated ASW staff, nursing staff, care coordinators and other community support.
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Work with staff to ensure members are appropriately enrolled in ECM and CS and clearly articulate the distinction between programs when supporting staff.
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Assume responsibility for any outside communication written or verbal, of team members ensuring all communications reflect Core Values and professionalism.
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Provide training and technical support to staff and clearly describe how core values translate to daily service delivery.
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Attend regular Step-Up management/Executive level meetings as well as local service area meetings as assigned or as scheduled.
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Complete quarterly grant reports for Monterrey County Public Defender’s department.
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Assist staff in dual enrollment in Coordinated Entry System to support best paths to housing for all ECM and CS clients, and help staff understand the significance of the relationship between CES and ECM/CS.
Documentation and Data Collection
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Will know all aspects of each program’s purpose, processes and outcomes to guide staff to perform well as defined in each contract.
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Submit timely quarterly reports to Public Defenders department that capture spending and housing outcomes.
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Assist in the development of daily systems/processes and approach to enrolling members in program, ensuring all documentation is understandable and signed by participants and the highest level of services is provided by each member.
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Develop workflows that clarify case management practices
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Ensure all member documentation is timely and is reflected in the EHR. This includes Care management/individual housing plans, ongoing case notes both non-billable and billable, and necessary assessments.
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Ensure each unhoused member is evaluated for housing needs and desires, has a housing goal, and program staff are committed to ending their homeless status through permanent housing solutions.
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Ensure the privacy and security of the PHI as outlined in Step Up’s policies and procedures relating to HIPAA complaints including attending annual compliance training.
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Build partnerships and agreements with primary care and other community-based providers to facilitate delivery of effective team-based care and support program goals and objectives. This includes Primary Care Physician groups, County Behavioral Health, housing partners and other health care workers/organizations.
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Ensure staff participate in all formal and informal training and support on medical conditions including treatments and evidence-based for treatment.
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Provide regular chart reviews to ensure staff are properly documenting services rendered and updating care plans.
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Work with Step Up billing staff on timely claim submissions and system interface and liaise with CCAH when necessary.
SKILLS: Experience working with homeless and chronically mentally ill populations, crisis intervention, understanding and commitment to psychosocial/recovery-oriented philosophy, strong computer skills, and ability to work effectively in an interdisciplinary team. Familiarity with and dedication to housing first and harm reduction models is required. Time management skills and documentation proficiency are required.
QUALIFICATIONS: Bachelor's Degree with 2 plus years’ experience working in a social services capacity, including lead case management, knowledge and implementation of CalAIMs Community Support and Enhanced Care Management programs, and experience with permanent supportive housing, outreach and engagement, and rapid rehousing; or 3+ years’ experience as a supervisor working in a social services capacity, including program management, staff oversight, and familiarity with the aforementioned programs. Candidate must have experience working with populations struggling with substance use challenges and mental health challenges. Bilingual English/Spanish preferred.
SUPPLEMENTAL INFORMATION: Work with people experiencing homelessness whether on the streets, in shelters or other places of habitation or services, may present inherent challenges and difficulties such as: exposure to bed bugs or other infestations, unpleasant smells or odors, individuals who may have poor hygiene or unclean homes due to homelessness, mental health symptoms, or poverty. Additionally, in working with our members, employees may encounter instances of profanity, sexually explicit or derogatory language, or verbal or physical expressions of anger and trauma. Very rarely do these situations ever escalate to physical contact, and negative or derogatory communication patterns can often be negotiated successfully. All direct care staff are provided adequate training to develop skills to deescalate crisis situations that may arise and Step Up has established procedural safeguards for all employees to mitigate (but not eliminate) these inherent risks of employment.
PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; handle or feel; reach with hands and arms; talk; and hear. The employee is frequently required to walk, balance, stoop, kneel, and/or crouch. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Keyboard data entry required.
Step Up utilizes the principles of trauma-informed care and mental health recovery. These principles inform our Core Values of Hope, Wellness, Voice and Choice, Respect, and Collaborative Relationships. As representatives of Step Up, employees agree to adhere to these values in their interactions with members, colleagues, supervisors, and associated community members.
STEP UP CORE VALUES
HOPE – We believe all people have the capacity for positive growth and change. We use hope to inspire and motivate ourselves, our members, our colleagues, and our community.
WELLNESS – We believe in promoting a culture that supports healthy and fulfilling lives. We use a supportive environment to foster well-being for ourselves, our members, our colleagues, and our community.
VOICE AND CHOICE – We believe in the right to choose and be heard. We use voice and choice to create meaningful outcomes and empowerment for ourselves, our members, our colleagues, and our community.
RESPECT – We believe in promoting interactions that are non-judgmental, transparent. We use respect to guide all of our words and actions with ourselves, our members, our colleagues, and our community.
COLLABORATIVE RELATIONSHIPS – We believe in forming partnerships to share resources, knowledge, and experiences. We use collaborative relationships to strengthen accomplishments for ourselves, our members, our colleagues, and our community.
Step Up provides equal employment opportunities without regard to age, ancestry, color, creed, mental or physical disability, marital status, medical condition, national origin, race, religion, sex, sexual orientation, veteran status, or any other consideration made unlawful by federal, state, or local laws.
STEP UP IS AN EQUAL OPPORTUNITY EMPLOYER
