Program Administrator

Program Administrator

Reports to: Client Services Director, Program Services Director, Operations Director, & Executive Director

Position location: Polson/Ronan, MT

Classification: Full-time (40 hours/week) with occasional overtime if necessary.

Status: Exempt - $47,000 annual salary

Job Summary: The Program Administrator (PA) oversees daily operations and staff management, including supervising House Managers (HMs) and Direct Support Professionals (DSPs), managing schedules, verifying timecards, conducting performance evaluations, and implementing corrective actions. They train new staff, ensure proper documentation, and oversee program activities. Additionally, they fill in shifts as needed, co-lead monthly house meetings, and review audits. Acting as the primary contact for guardians, case managers, and licensing bodies, they maintain effective communication. As departmental liaison, they relay updates from management and ensure directives are implemented. They play a key role in the Person-Centered Planning (PSP) process by attending strategy meetings and managing data entry and updates. The Program Administrator also serves as the on-call manager at least every 4-5 weeks, requiring strong organizational, communication, and problem-solving skills to ensure quality care and smooth program operations

Duties and Responsibilities

 Managing Staff:

• Supervise HMs and DSPs, providing necessary tools and resources.
• Manage staff schedules and verify timecards.
• Conduct performance evaluations and implement corrective actions as needed.
• Train new staff company policies and procedures.
• Ensure thorough and accurate documentation is completed after appointments and in the Care Tracker.
• Oversee the proper execution of program activities.
• Fill in for shifts and accompany clients to appointments or outings as required.
• Co-lead monthly house meetings.
• Review and analyze monthly audits to ensure compliance and quality.
• Maintains good attendance.
• Ensures the safety and well-being of the client’s care.
• Ensure MME’s policies and procedures are being followed.

Outward Facing Interface:

• Serve as the primary contact for guardians, case managers, DDP, and licensing bodies.
• Maintain effective and open communication channels with external stakeholders.

Departmental Liaison:

• Communicate updates from the management team to HMs and DSPs.
• Ensure directives from Nursing, Behavioral Support Services (BSS), Quality, Human Resources (HR), and the Business department are implemented.
• Attend treatment team and Incident Management Committee (IMC) meetings as invited.

Person-Centered Planning (PSP):

• Attend PSP strategy meetings and all PSPs.
• Collaborate with medical staff to complete data entry for PSPs, including HCC in MedCompass, and update/review protocols.
• Participate in six-month reviews as necessary.
• Complete PSP data processes, including assessments in MedCompass, updating objectives in iCare, and updating protocols.
• Lead the PSP team assembly and information dissemination when needed.

On Call: Serve as the on-call manager at least every 4-5 weeks, providing support and guidance during off-hours.

Supervisory Responsibilities: This position directly supervises Direct Support Professionals and the House Managers. This position is responsible for the overall direction, coordination, and evaluation of employees as outlined by the organization’s policies and applicable laws.

Non-Essential Duties and Responsibilities: Cooperates with the Investigation, other duties as assigned.

Qualifications

• High School Diploma or GED
• Preferred bachelor’s degree from an accredited college or university in Human Services, Psychology, and/or education.
• A minimum of 2 years of experience working in a related field.
• In the absence of a degree, an equivalent of 3 years of education and work experience may qualify for this position.
• Proven experience in a supervisory role, preferably in a similar field.
• Other education, experience, training, licensure, or certification applicable per state requirements or as required by applicable regulations.
• Maintain Medication Certification, CPR, First Aid, and behavioral training requirements per MME.
• Possession of a valid driver’s license with an acceptable driving record.
• Proficient in general computer programs such as (but not limited to) Word, Excel, Google Office, and PowerPoint. 
• Effective communication skills, both verbal and written, to manage relationships.
• Confident in speaking in front of others.
• Ability to exercise good judgment and remain calm in crisis situations. 
• A reliable, responsible attitude and a compassionate approach.
• The ability to present facts and recommendations effectively in oral and written form.
• Excellent time management skills.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, talk, or hear.  The employee frequently is required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

• Perform two-person client transfers, which may be more than 100 pounds
• Frequent rotation of standing, walking, and sitting to perform duties.
• Ability to communicate by talking and hearing.
• Ability to visualize reading materials, colors of items, appropriate depth perception, and the ability to adjust visual focus
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is occasionally exposed to outside weather conditions and risk of electrical shock.  The noise level in the work environment is usually moderate.

Public Relations: Represents the MME Organization in the community as delegated by the Executive Director.

The above describes the general nature of the position and is not an exhaustive list of all duties, responsibilities, skills, abilities, working conditions, and knowledge.

**Mission Mountain Empowerment is an Equal Opportunity Employer**

Salary : $47,000