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Home Life is a private, non-profit organization in Corvallis, Oregon, that provides safe, integrated community living services. We empower individuals with intellectual and developmental disabilities by offering support that enhances their quality of life.

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Home Life - Job Description

Position: Assistant Program Manager 

Reports to: Program Manager

Program/Division: Residential 

Supervises: N/A

Pay Classification: Exempt (Salaried, not eligible for overtime) 

Last Revised: 01-2024

Job Summary:

Assistant Program Managers assist in overseeing the daily operations of the assigned program to ensure the quality of services provided to supported individuals within the program. This includes, but is not limited to managing the schedule, payroll, and finances of the program, and confidential safekeeping and management of supported individuals’ personal information.

Minimum Qualifications:

Eligibility for Employment

● Ability to pass an initial criminal history check from the Department of Human Services Criminal Records Unit and recheck every 2 years after.

● Be a citizen of the United States or legally able to work in the United States

● Must be at least eighteen years old and hold a current driving license, insurance, and a good driving record.

● Ability to complete required training and annual training thereafter.

● The ability to maintain regular attendance and to perform tasks outlined in this description (with or without a reasonable accommodation) is an essential function of this position.

Knowledge, Education, and Experience

● High school graduate or equivalent required.

● At least one year of experience working as a care provider, preferably with individuals with Intellectual and Developmental Disabilities. Skills

● Effective Verbal and Written Communication

● Technical Skills

● Supervisory

● Organizational & Time Management

● Problem Solving

● Coping Skills

● Relational Skills and Teamwork

● Professionalism

Abilities

● Be literate and capable of understanding written and oral orders.

● Proficiency with Microsoft Office Suite, Outlook, Word, and Excel.

● Ability to perform intermediate computer operations such as Google Suite and Therap.

● Ability to work with diverse populations.

● Demonstrate an ability to establish good working relationships with any and all internal and external stakeholders, including the admin and management teams, fellow staff, Board Members, volunteers, and supported individuals.

● Demonstrate an active commitment to the Mission Statement and values of Home Life.

● Ability to model and educate on Home Life values and expectations to co-workers and new employees.

● Act as a role model by treating all people with warmth, empathy, and genuineness with respect and sensitivity for their privacy, rights, culture, ethnicity, religion, and lifestyle differences.

Preferred Qualifications:

● Associate’s degree in Human Development, Psychology, or a related field preferred

● 6 months of prior management or supervisory-related experience preferred.

● Knowledge of I/DD Individual Support Plan forms and implementation preferred.

Duties & Responsibilities:

Supervisory Responsibilities

1. Be the first link in the chain of command for staff concerns and problems when other management is not available.

2. Delegate responsibilities/work assignments among staff to ensure that all required tasks are completed. Ensure DSPs are staying on task throughout the day.

3. Meet weekly with the Program Manager to plan scheduling.

4. Assist with finding coverage for open shifts when there are call-outs.

5. Assist with maintaining Supervision Logs.

6. Check in with Lead DSP to verify that medications and health supplies are maintained at an adequate supply level.

7. Supervise staff in the completion of the Health/Safety & Sanitation Checklist.

8. Review to ensure the accuracy of staff in-service records.

9. Ensure that all staff in the program receive adequate in-service training each year and maintain their certifications in required training e.g. CPR, FA, MART, BBP, Core Competencies, and OIS.

10. Assist the Program Manager in conducting regularly scheduled staff meetings, record staff meeting notes, and file notes in appropriate TLog.

11. Review and monitor documentation within Therap to ensure compliance.

12. Attend monthly Team Meetings.

13. Assist with menu/grocery shopping.

14. Check MARs weekly for accuracy and completeness.

15. Assures ISP goals are being met and properly documented.

16. Assist with monthly medication cycle fill.

17. Assist with medical appointments.

18. Assist the program manager with staff schedules including substitutes, interns, and volunteers to ensure adequate coverage of the program and maintain good communication with the program manager and program staff.

General Responsibilities

Overall Expectations:

1. Assist the program manager with the daily operations of assigned programs to ensure that the quality of life is in keeping with Home Life (HL) philosophy and values, policies, and procedures.

2. Assist the program manager in the approval of timesheets.

3. Assist the program manager with any pertinent information regarding supported individuals or the program is communicated to the PC and other staff as appropriate or needed, e.g., supported individuals' whereabouts, incidents that have occurred, and/or any follow-up that is required.

4. Assist the program manager with delegation of responsibilities among staff so that all required tasks are completed.

5. Assist the program manager in maintaining effective communication regarding the residential program with parents/ guardians and people served. Inform parents/ guardians as appropriate, regarding medical, behavior, and personal status changes and concerns in a timely manner, while maintaining confidentiality.

6. Share on-call responsibilities with the management team and provide direct support to supported individuals as needed.

7. Review and complete company communications daily and communicate with staff, individuals, and the community in a timely and professional manner.

Meetings:

1. Attend weekly meetings with the program manager and provide reports of program status.

2. Assist program manager with staff meetings 2x monthly.

3. Attend all applicable program agency meetings as able.

4. Attend ISP meetings as needed or requested

Documentation:

1. Assist the program manager with the documentation of the performance of staff. Assist program manager in

providing timely, positive feedback verbally or in writing in the event that a staff person is meeting or exceeding criteria.

2. Assist the program manager with maintenance of all department record systems (Therap, communication logs, work email, consultation forms, receipts, etc) to ensure compliance with required standards and policies.

3. Assist the program manager in conducting the weekly quality assurance documentation checks.

Health and Safety:

1. Assist the program manager to ensure medications and health supplies are maintained at an adequate supply level.

2. Assist the program manager with scheduling and/or accompanying supported individuals to psychiatrist/ medical appointments and complete all corresponding paperwork.

3. Assist the program manager with updates to the Medication Administration Records and medication protocols as needed.

4. Assist the program manager to ensure that supported individual health and safety is maintained.

5. Make sure program fire drills are conducted quarterly.

Finances:

1. Assist the program manager with tasks related to ACOH/COH (Accessible/ Cash on Hand) Program Petty Cash, Food Budget, grocery card, etc.

Training:

1. Assist the program manager in ensuring that all staff are oriented to the program/agency.

2. Assist the program manager in the training of new staff, substitutes, interns, and volunteers.

3. Assist the program manager in ensuring all new hire documentation and program orientation is completed and submitted.

Misc. and Other Duties as Assigned:

● Maintain the program environment to ensure it is safe and orderly.

● Assume additional responsibilities as assigned by the management team.

Physical Demands/Working Conditions:

● The physical effort typically required in this job includes but is not limited to, lifting up to 110 lbs., transferring with supported individual assistance up to 250 lbs., pulling, reaching, repositioning, carrying, pushing, keying/typing, applying physical holds (as per Oregon Intervention System OIS instruction) and other duties as needed with or without reasonable accommodation.