Assistant Program Director - New York, United States - Lantern Community Services Inc

Description

Job Description

Classification: Exempt

Reports to: Program Director

Location: Bronx, NY

Salary range - $55,000 - $65,000

Position Type:

This is a full-time, exempt position with a regular daytime schedule that may include an evening shift and rotating on-call responsibilities with the Program Director. Lantern staff may be asked to change work schedule and hours depending on the operational needs of the site and the agency.

In the absence of the Program Director this position may require availability outside of the standard workday, and as such must be ready and available at times to direct and support staff either by phone or in person if needed during the evenings, weekends and holidays.

Objective:

The Assistant Program Director (APD) position requires a thorough understanding of relevant service delivery concepts and structures, including strong knowledge and experience with mental health systems, and the ability to access and negotiate the full range of services for recipients. It also requires strong supervisory and administrative skills and the ability to interface effectively and efficiently with colleagues to ensure quality services and program operations. Furthermore, it requires good decision-making skills and the ability to identify and facilitate necessary programmatic change. It requires attention to detail, strong writing and verbal communication skills, and computer literacy.

The APD is responsible for direct supervision of the case management team. They are pivotal in ensuring clients receive services that meet regulatory and agency standards by leveraging individual and group supervision, reporting instruments, and regular chart review. In partnership with the Program Director, the APD helps to develop the aptitude of a high-functioning team in an environment that is an engaging and rewarding place for staff to work and that promotes a culture of continuous learning, professional development, and quality improvement. The APD is also expected to assume leadership in facilitating a culture where the values of diversity, equity, belonging, inclusion, and justice are explicit and well-integrated into program culture in a way that emphasizes respect for all members.

Program Management and Development

• Demonstrate strong critical thinking skills in order to appropriately assess and respond to a diverse array of situations.
• Identify and implement effective processes and procedures for accomplishing work and identify problems and proactively participate in addressing them.
• Function as a leader in the program's development, management, and evaluation efforts. Work together with the Program Director, identify needs and problems of the program. (i.e. personnel management, program development, host agency relationships, etc.). Demonstrate initiative in responding to identified needs/problems. Act as a leader in the implementation of program initiatives. Prepare staff for new initiatives.
• Implement site and unit protocols, policies and procedures.
• Know and implement/adhere to agency/site policies and procedures. Work with supervisees and all staff to ensure uniform adherence to agency policies and procedures. (i.e. personnel policies, site and unit protocols, agency and & site's fiscal control policies, procedures and practices, etc.)
• Assist in the coordination of site-based in-service training on clinical and programmatic issues and other training as needed or assigned. Provide in-service training in areas of specialization or expertise.
• Support staff in developing safety plans for residents, respond to and de-escalate crises as needed.
• Provide leadership that fosters cooperation among staff and clinical teams.
• Provide leadership and participate in staff meetings in a manner that encourages participation of all staff and supports a culture of respect and courtesy.
• Support staff in actively engaging residents through regular apartment visits, community outings, and escorts to appointments as needed.
• Develop and implement groups and programming that are appropriate for resident's needs and foster a supportive and inclusive community.
• Assist in resource development.
• Participate in other program activities or agency services/committees or activities as needed or assigned.
• With the Program Director, effectively manage relationship with partnering departments, funders, etc. (when applicable)
• Prepare, review, and manage follow-up of incident reports, as well as appropriate incident reporting to funders.
• Demonstrate ability to manage program budget, (where applicable).
• Provide overall day-to-day program management in collaboration with, and in the absence of, the Program Director

Supervision

• Effectively use knowledge and skills to supervise staff to ensure that services meet regulatory and agency standards., records are kept in compliance with regulatory and agency requirements, and service plans are goal-oriented and client-centered.
• Provide weekly (or biweekly) clinical supervision and coaching to case management staff.
• Promote strategies that support learning and professional development.
• Work proactively to create an effective relationship with supervisees. Clearly convey goals and expectations to staff and monitor progress toward goals.
• Oversee all program-related activities for designated tasks and designated staff's caseloads.
• Regularly monitor the performance of supervisors providing support and critical feedback. Address substandard performance in a timely manner and in accordance with agency policy.
• Regularly assess supervisee's strengths and learning needs; providing timely and specific training/feedback, with training/instruction as needed to carry out both clinical and other assigned tasks as well as to foster professional development.
• Assists the Program Director with hiring and training new staff, as well as managing the progressive disciplinary process in collaboration with Human Resources
• Through supervision, direct/support/monitor supervises to ensure program goals are being met.
• Effectively use ETO and other reporting mechanisms to inform supervision and to assess/evaluate program's functioning.
• Regularly review schedule management and priority setting with supervisees to ensure that quality services are delivered in a timely manner.
• Complete and submit all staff performance documentation to Program Director and the Human Resources Department in a timely manner and within established deadlines as per agency requirements.

Service Documentation

• Ensure that all documentation (including, but not limited to, progress notes, service plans, consent forms, reports, etc.) is completed by direct service staff in a timely manner and within established deadlines as per agency and funding sources standards.
• Provide clinical supervision in the development of treatment plans and in assessing for safety planning with Case Managers
• Ensure that the documentation completed by direct service staff is accurate, relevant, concise and accurately reflects the work being done with the clients and is appropriate to the setting.
• Utilize ETO reporting functions to monitor staff's work and sign off on documentation in a timely manner and within established deadlines as per agency standards. Review dashboards and monthly reports with staff to track outcomes.
• Consistently reinforce agency's standards that quality documentation and record keeping supports quality services for clients.
• Review and approve documentation completed by the case management team and ensure high standards of care and high-quality service delivery.
• Conduct internal chart reviews in collaboration with the Program Director
• Develop supervision plans and accountability systems that manage reporting requirements and service standards.

Teamwork

• Provide leadership that centers the clients and in support of the development of a cohesive team. This includes clear communication among management, case management, and administrative staff (where applicable) when problem-solving and addressing crises. Likewise, establishing expectations for clear and timely communication with Leasing and Compliance, Property Management, and Cross Buildings departments.
• Identify potential problems affecting the functioning of the program or services to clients and proactively work to resolve them.
• Cooperate with colleagues; respect the rights and opinions of others; work effectively as part of a management team and provide support when needed.
• Communicate (verbal/written) in a manner that is clear, organized, and informative, appropriate to audience, and meets the intended purpose.
• Provide the program with support, accessing and appropriately utilizing the complete array of internal and external resources available.
• Utilize specific areas of expertise to enhance program development, inter-agency coordination, and development of collateral relationships. Provide in-service training in areas of specialization or expertise.
• Provide leadership on the design of other needed services. Participate in other program or agency services or activities as needed or assigned.
• Demonstrate ability to propose and develop new initiatives that support the program's goals/mission.

Required Education and Experience:

• Master's Degree required; LMSW, LCSW or LMHC is preferred.
• Minimum three years of post-Master's experience working in the field of social service, housing or emergency shelter.
• Supervisory, administrative, and/or management experience.
• Must possess strong clinical and interpersonal skills; be able to work effectively as part of a team and have the ability to make sound assessments of tenants' strengths and needs.
• Comfort working within a harm reduction model with individuals actively struggling with ongoing substance use.
• Must have initiative, exercise good judgement, able to manage competing priorities, and able to work independently with high standards of integrity, as well as demonstrated competence in working collaboratively with others.
• Experience utilizing database to document and report work with clients and staff.
• Strong writing, communication, and organizational skills.
• Experience integrating values of diversity, equity, belonging, inclusion, and justice as part of program culture.

Preferred Experience:

• Knowledge of HIV/AIDS, mental health, substance use or the chronically homeless population.
• Experience working with DOHMH, HASA, OMH, DHS contract managers and knowledge of funders' regulations, scopes of services, and standards.
• Experience working with evidence-based models such as Motivational Interviewing is preferred.
• Supervisory, administrative, and/or management experience specifically in a social service, supportive housing, and/or shelter setting.

Work Environment: This job operates in a supportive housing site and works with a population who experiences mental illness, addiction, disability, HIV, and other chronic illnesses.

Physical Demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs and/ or kneel. They must also use hands to type, handle, or feel. The employee is frequently required to talk or hear and must occasionally lift and/or move up to 5 pounds.