Job Title: Program Operations Specialist

Department: Operations

Reports To: Executive Director

Job Type: Full Time/ Exempt

Summary:

The Program Operations Specialist (POS) is responsible for executing proficiency in program measurement, assisting in policy development, lead out in policy execution and compliance, and instill relational and community equity through case management. The POS is responsible for holding risk in all program delivery elements, facilities, and staff supervision.

Self-Responsibility:

• Maintain self-care routines in alignment with self-care plans. Understands that before taking care of others, we must first take care of ourselves and prioritizes self-care routines.
• Ability to communicate personal needs as they arise. It is important to OVH that our staff is able to put their best foot forward on a daily basis.
• Engage and participate in all staff development and team building activities as directed by the Executive Director.
• Concentrate on continual self-improvement, on a weekly basis. As stated by Craig Groeschel, we believe that, “when the leader gets better, everyone gets better.”
• Abide by and implement the OVH core values, mission, and vision with a positive attitude.
• Provides crisis intervention, as needed, to prevent escalation of high-risk behavior, relapse, hospitalization, and other negative outcomes, while on-site.
• Engages in a trauma informed model of programming to provide physical and emotional safety for participants.
• Participate in a minimum of 14 hours of continual training annually.
• Attend all other training as required.
• Abide by and execute the OVH Self Care Policy.

All Direct Care Duties and Responsibilities:

• Contribute to a program atmosphere that fosters a sense of belonging and connection for participants.
• Execute all job duties and responsibilities with a FUN, innovative, creative, and contagious attitude.
• Maintain an outgoing, engaged and genuine countenance while consistently building relationships with participants.
• Demonstrates responsibility, maturity, and role modeling in all interactions with the participants.
• Ensure thorough implementation of individualized service or treatment plans on behalf of the participants.
• Ensure and implement OVH Policies and Procedures at all times.
• Ensure and implement OVH Safety and Emergency Protocols at all times.
• Assist with transportation of participants in personal vehicles, if needed .
• Uphold OVH’s policies and risk management program to minimize risk.
• Obtain and maintain CPR/First Aid certification.
• Engage in a trauma informed model of programming to provide physical and emotional safety for participants.
• Work with the Treatment Team to contribute and develop individualized services and/or treatment plans to articulate individual goals and objectives for meeting the needs of the participants in care in accordance with licensing and level of care standards.
• Execute all administrative responsibilities involved in this job sphere in a timely manner.
• Responsible for implementing, executing and following the OVH Fiscal Policy as directed by the Office Manager.
• Responsible for maintaining and implementing daily and monthly systems that provide grant and measurement data.
• Must maintain an attitude of gratitude and not have a negative attitude or complaining spirit.

Program Leadership Values & Standards of Excellence

• Grant responsibilities
• Lead efforts to properly collect, maintain, and report grant numbers according to grant procedures set forth by the Executive Director.
• Legal Responsibilities
• Ensure program operations and activities adhere to legal guidelines and internal policies.
• Ensure timely and consistent communications with the Executive Director on operations, issues, policies, and reporting.
• Maintain ALL timeline requirements with pre-assessment, intake, admission, etc. stated within the OVH Policies and Procedures in accordance with Texas State Licensing or St. Francis Contract.
• Program Outcomes:
• Initiates and sets goals for programs according to the strategic objectives of OneVoiceHome.
• Plans the programs start to finish, involving deadlines, milestones, and processes.
• Develops and implements operations in phases leading to a successful long-term program that transitions survivors into a successful adult life.
• Program Intake
• Co-Lead the pre-assessment and intake process for the OVH residential program. This consists of evaluating survivors to see if they are a good fit for OVH. This requires discernment, wisdom, and confidence.
• The Program Operations Specialist will oversee and administer the admissions and assessment policy and process properly.
• The Program Creative Director, the Program Autonomy Specialist, and the Clinical Coordinator are all in the intake team. The Executive Director can be consulted if need be.
• The Program Operations Specialist is responsible for scheduling all intake interviews in a timely manner. All staff must be given 48 hours in advance notice of a potential participant interview.
• Questions about OVH program values and delivery will be directed to the Program Creative Director.

Essential Duties & Responsibilities for OVH Program Operations:

Risk Management and Assessment

• Conducts risk assessments, collecting and analyzing documentation, statistics, reports, and market trends for Program Delivery.
• Establishes policies and procedures to identify and address risks in the organization's services and program departments.
• Reviews and assesses risk management policies and protocols; makes recommendations and implements modifications and improvements.
• Recommends and implements risk management solutions such as insurance, safety and security policies, business continuity plans, or recovery measures alongside the Executive Director.
• Reviews and analyzes metrics and data such as cash flow, inventory, breakage, and employee activity that could uncover fraudulent behavior alongside the Executive Director.
• Drafts and presents risk reports and proposals to executive leadership and senior staff.

Policies, Procedures, and Compliance Duties

• Lead, oversee, and execute program compliance requirements.
• Oversee all weekly, monthly, quarterly, or annual requirements associated directly with OVH policy and procedures.
• Oversee all weekly, monthly, quarterly, or annual evaluations to participants in accordance with their program progress.
• Create, instill, and provide accountability for participants guidelines and staff guidelines unilaterally across programs.
• Execute random audit checks for all direct care staff and programs
• Example of audits; cleanliness and health inspection of participants spaces, audit of medications, audit of case management files, audit of medications being properly stored, etc.

Program Metrics and Measurements Duties

• Prepares evaluation strategies to monitor performance and determine the needs for improvement.
• Evaluates and assesses the impact of the program using outcome related metrics.
• Oversee program data collection and ensure timely reporting of compliance and contract activities for funding sources.
• Conduct ongoing record review and client file management for quality assurance and audit preparation.
• Analyze and reevaluate program micro goals on a quarterly basis.
• Collate and provide clinical data to the treatment teams, administrative staff, and Board of Directors, and volunteers as dictated by the Executive Director.
• Collate clinical data for business offices, as required.
• Responsible for overseeing and collating daily and monthly systems that provide grant and measurement data.
• Maintain and collate data for grant purposes in accordance with all local, state, and federal grants.

Program Delivery Maintenance

• Oversee program workshops attendance on the program attendance tracker.
• Oversee correct phase implementation and development per participants on the participation program progress.
• Oversee and require reports from direct care staff for proper programmatic audits.

Accreditation

• Monitors annual and interim certification and recertifications and coordinates with site staff to ensure timely and accurate completion.
• Reviews and approves annual and interim certification or recertifications.
• Provides regular certification or recertification training to site staff.
• Conducts internal on-site file audits, and maintains a system for tracking timelines.
• Assists site staff to prepare for inspections, specifically around the occupancy requirements.
• Monitors waitlist management and coordinates with site staff to ensure timely and accurateannual waitlist updates.
• Coordinates and conducts marketing activities in accordance with fair housing regulationsand LEP guidance, including updating marketing flyers and applications.
• Provides regular waitlist management training.

Additional Duties and Responsibilities

• Oversee various duties related to assessment, coordinating treatment, delivery of services, and discharge activities.

• Oversee all weekly, monthly, quarterly, or annual evaluations to participants in accordance with their program progress.
• Other duties and projects (no matter the category) as assigned by the Program Director.

Supervisor Responsibilities:

The Program Operations Coordinator will oversee the Case Management/Operations staff and interns.

Qualifications:

The Program Operations Coordinator should have one or more years of experience working in a behavioral health setting and previous experience with case management. The ideal candidate will have excellent writing skills for Case Books (participant charting system). The Program Operations Coordinator should be able to develop trust with the participants in order to assist them with effective care. Proficient knowledge of computer programs such as Word, Excel, etc.

Education:

A bachelor’s degree in Social Work, Human services, or a related field.

Language Skills:

Ability to read, analyze and interpret professional journals and general business periodicals. Ability to write reports, presentations, and business correspondence. Ability to respond to common inquiries or complaints from participants, regulatory agencies, or members of the public. Ability to present information and respond to questions from groups of clergy, parishioners, participants, and the general public.

Reasoning Skills:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other Requirements:

• Must be 21 years of age or older.
• Physical demands may be required in this position.
• A valid Texas Driver’s License, appropriate insurance, and a reliable vehicle.
• Must submit and pass a pre-employment drug test, as well as agree to random drug tests during employment.
• Must successfully pass all background screens as required by the state.
• Have a record of a tuberculosis screening, showing the employee is free of contagious TB.
• Be physically, mentally, and emotionally capable of performing assigned tasks and must have the skills necessary to perform assigned tasks.

Benefits:

• Paid time off, when eligible.
• Parental leave, when eligible.
• Health Insurance, when eligible.

Schedule:

• Monday to Friday
• Weekend and evening responsibilities are possible
• Rotating on call schedule when needed

Organizational Information:

OneVoiceHome is a faith-based, state-licensed, trauma informed, therapeutic home for participants of domestic sex trafficking. OVH organized living environment will allow young women to experience a new beginning using an overall holistic approach designed to fit her specific needs. The young women at OneVoiceHome have the opportunity to choose to transform their lives and re-enter the community as a confident advocate for others who need to see that your past does not define you and there is hope after the pain.

Job Type: Full-time

Pay: $42,000.00 - $45,000.00 per year

Benefits:

• Paid time off
• Professional development assistance

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift
• Evening shift
• Holidays
• Monday to Friday
• On call
• Weekends as needed

Experience:

• Serving survivors of Sex trafficking: 1 year (Required)

Work Location: In person