Program Supervisor/Scheduler

Program Supervisor/Scheduler Job Description

Job Title: Program Supervisor/Scheduler Dept/Location:

Effective Date:

Supervisor:

FLSA Status:

Summary/Objective:

The Program Supervisor is responsible for the day-to-day operations and staff management of individuals needing assistance with daily living activities. This role ensures compliance with regulations, provides direct support to individuals, and fosters a professional and positive environment.

Primary Job Duties & Essential Functions of the Position:

 Compliance and Regulations:

•        Ensure adherence to applicable Medicaid and Medicare regulations and agency policies.

•         Maintain working knowledge of relevant regulatory entities.

•         Represent the agency in community or interagency activities (as needed).

•         Attend required trainings and stay informed of industry developments.

•         Assist with state audits and compliance reviews (as directed).

Staff Management:

 •         Participate in staff meetings.

•         Maintain appropriate staffing levels aligned with individual needs and safety.

•         Oversee employees working with the Passport program assigned to the site.

•         Ensure clear communication with families, guardians, and other stakeholders.

•         Train employees on skill development, individual needs, and proper documentation.

•         Complete and file all required training records.

•          Assist the Director of Operations in filling vacancies or absences.

Professionalism and Leadership:

•          Cultivate a professional and respectful work environment.

•         Maintain composure and professionalism in challenging situations.

•         Exemplify appropriate appearance, conduct, and communication.

•          Provide day-to-day leadership aligned with the agency's mission and values.

Support of Individuals Served:

•         Represent the agency in Area Agency on Aging meetings

•          Advocate for the rights of individuals served.

•          Assist with individual needs with daily living activities.

•         Collaborate with staff and case managers to meet individual needs.

•         Identify medical services, social activities, budgets, and recordkeeping requirements.

•          Facilitate achievement of goals and outcomes outlined in care plans.

•          Report major incidents, unusual incidents, and medication errors.

•          Ensure staff receive accurate information on individuals served.

Health and Safety:

•         Assist with healthcare activities.

•         Ensure residences are safe and compliant, conducting safety drills as required.

•         Report critical incidents and major issues to the Director of Operations.

•          Respond to emergencies and take appropriate action.

•         Provide on-call coverage and establish procedures for employee guidance in your absence.

•         Oversee the reporting and follow-up of major/unusual incidents.

Records Management:

•         Complete and file required documents (weekly site visits, medical summaries, etc.).

•          Ensure timely completion of care-related documentation.

•         Ensure accurate and timely financial records and receipts.

•         Maintain required documentation for individuals served (records, finances, benefits).

Supervisory Responsibility:

Directs and schedules the work of the employees working at the assigned site.

Work Environment:

•          The work environment includes varied residential settings and community locations.

•          Potential exposure to unsanitary conditions, allergens, pets, pests, bodily fluids, etc.

•          Requires understanding of infection control, safety techniques, and basic household hazards.

•          Occasional exposure to extreme weather conditions.

•          Requires frequent interaction with individuals served, families, and staff.

•         Travel by car with exposure to changing weather conditions; moderate noise level.

•         This job routinely uses standard office equipment such as computers, phones, copiers, filing cabinets and faxes

•          Frequent contact and interaction with people receiving services, family, and employees

•          While performing the duties of this position the employee travels by automobile and is exposed to changing weather conditions

•         The noise level in the work environment is usually moderate

Physical Demands:

•          Requires standing, walking, sitting, reaching, using stairs, talking/hearing.

•          Frequent stooping, kneeling, bending, twisting, pulling, pushing, flexing, and crouching.

•         Ability to lift, carry, or move up to 30 lbs. regularly, and up to 60 lbs. occasionally.

•          Requires close vision, distance vision, peripheral vision, depth perception, and focus adjustment.

Position Type/Expected Hours of Work:

This is a full-time position (40 hours/week); Days and hours vary with flexibility to work evenings, overnights, and weekends when necessary to meet the needs of the program. Fill in for absent employees when needed.

Travel:

•          Primarily local travel during business hours (client homes, appointments, activities).

•         Some out-of-area may be required.

Qualifications:

•          High school diploma or GED (minimum).

•          Basic computer skills (Microsoft Office Suite).

•         One year of experience supporting individuals with medically related challenges.

•         One or more years of supervisory and management experience in human services.

Preferred Qualifications:

•         Bachelor's degree in human or social services (or related field).

•         Three or more years of supervisory and management experience in human services.

•         Proficiency in Microsoft Office Suite and other relevant applications.

Additional Requirements:

•         Must pass background checks, OAG regulatory checks and drug screen.

•         Must be 21 years of age or older with a valid driver's license and liability insurance (if driving for work).

•         Must be able to read, write, and understand English, effectively communicating with various stakeholders.

Disclaimer:

This job description is not exhaustive, and duties may change at any time.