Program Manager (53024)

POSITION SUMMARY:

The person in this position oversees the day-to-day operation, supervises all program non-clinical staff, and performs all administrative duties for the WestCare GulfCoast-Florida Program(s) as assigned. Person in this position helps to ensure that the program(s) function properly and in accordance with all state laws, CARF, and contracts. Reports to and works cooperatively with Regional Vice President.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist with GulfCoast-Florida program operations and administration.
• Oversee front desk operations to ensure appropriate coverage, professional customer service, accurate information, and efficient administrative processes.
• Oversee the referral and intake process, including monitoring incoming referrals, referral status, scheduling, and coordination with clinical and administrative staff to support timely access to services.
• Monitor and coordinate client flow throughout the program(s) to promote efficient scheduling, timely service delivery, and appropriate utilization of program resources.
• Oversee the collection, tracking, and reconciliation of client co-pays and other client financial responsibilities in accordance with organizational policies and procedures.
• Monitor billing processes and collaborate with appropriate billing and administrative staff to promote accurate and timely billing, resolve billing issues, and address outstanding documentation or other barriers affecting reimbursement.
• Oversee required program reporting and ensure reports, data, and supporting documentation are accurate, complete, and submitted within established timeframes.
• Maintain and approve inventory of all office supplies for assigned location.
• Work cooperatively with Regional Accountant to process invoice statements, when applicable.
• Review and evaluate each non-clinical employee’s job performance on an annual basis.  Provide individual feedback regularly.
• Supervise and review the work of all  non-clinical staff.

• Develop and maintain professional collaborative relationships with the judicial system and community service providers.
• Act as WestCare GulfCoast-Florida’s representative/liaison with other agencies regarding all Client/Service issues.
• Attends meetings and training opportunities in the community as requested by the Regional Vice President.
• Review and evaluate staff at least annually using direct observation and review of work, client interaction, completion of the agency-required eLearning courses and other required training.
• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
• Other duties as assigned.

ESSENTIAL QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required

• 2+ years of office supervisory experience preferred.
• Excellent written and verbal communication skills.
• Ability to handle multiple projects simultaneously.
• Excellent communication skills.
• Attention to detail.
• Ability to exercise good judgment and discretion.
• Ability to work well in a team environment.
• Superior organizational skills.
• Extremely strong computer skills, to encompass all Microsoft Office applications.
• Adherence to the highest standard of ethical conduct.
• Professional appearance and demeanor.
• During your tenure with WestCare, there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.

EDUCATION and/or EXPERIENCE:

• Minimum bachelor’s degree from an accredited college or university with a major in counseling, social work, psychology, or related human services field.

LICENSURE/CERTIFICATION:

• None required.                                    

WORKING CONDITIONS:

• Professional, business office setting.
• A minimum of 40 hours per week is expected but significantly more hours will be required from time to time.  Completion of job duties may require working before and after normal working hours.  Regular attendance is required.  Being able to work as many hours as is necessary to complete job tasks is a required and essential duty of this position.

ESSENTIAL PHYSICAL AND MENTAL DEMANDS OF THE JOB

The employee must be able to perform the following essential duties and activities with or without accommodation:

PHYSICAL DEMANDS:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility, to work in the office environment including standing and walking (even and uneven surfaces) to interact with co-workers in the office environment, sitting for extended periods, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 30 pounds.  Constant use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). 
• Requires talking: Expressing or exchanging ideas using the spoken word.  Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less.  This factor is required to complete paperwork for many of the employee’s essential job functions.
• The normal work routine involves no exposure to human blood, body fluids, or tissues.  Job duties do not include performing or assisting in emergency medical care or first aid.  However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

MENTAL DEMANDS:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions. 
• Requires the ability to work and cooperate with clients, co-workers, managers, the public, and employees at all levels to exchange ideas, information, instructions, and opinions. 
• Requires the ability to work under stress and in emotionally charged settings.
• The ability to defend oneself and campers/mentors/clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.