Special Programs Manager

Job Description

Job Description

Description:

The Special Programs Manager is responsible for overseeing, coordinating, and ensuring the successful operation of specialized peer support programs within Three Rivers Therapy (3RT). This leadership role involves direct supervision of peer counselors, program implementation, compliance monitoring, and grant administration. Additionally, the Special Programs Manager fosters strong community partnerships, supports staff development, and ensures that services provided meet both organizational and regulatory standards.

Job Duties/Responsibilities

Administration

• Attend and actively participate in weekly manager meetings every Thursday at 11 AM.
• Provide direct supervision and guidance to assigned program staff, ensuring alignment with 3RT’s mission and goals.
• Report directly to the Executive Director and Director of Operations while maintaining professional and timely communication with all 3RT staff and external stakeholders.
• Conduct first-round interviews for open positions within managed programs and participate in hiring decisions.
• Mediate and resolve staff conflicts, fostering a positive and collaborative work environment.
• Build and maintain relationships with community partners, government agencies, and stakeholders to promote services and increase program utilization.
• Represent 3RT at community events, public meetings, and networking opportunities to enhance visibility and awareness of assigned programs.
• Conduct regular chart audits, ensuring adherence to clinical and documentation standards.
• Oversee and approve staff time-off requests and review Paylocity timesheets; provide shift coverage when needed.

Grant Management & Data Collection

• Oversee grant-funded programs, ensuring full compliance with reporting, budgeting, and program deliverables.
• Design and implement data collection systems to monitor program performance, client outcomes, and impact.
• Prepare and submit accurate, timely reports for grant compliance and performance evaluation.
• Maintain well-organized records for internal analysis and external stakeholder review.

Program Oversight & Responsibilities

Peer Respite

• Review, approve, or deny guest prescreening applications, ensuring eligibility verification and chart creation.
• Maintain an Excel log of denied applicants, including reasons for denial.
• Ensure required authorization forms are completed and submitted promptly.
• Input discharge survey data into tracking spreadsheets for analysis and reporting.
• Oversee billing and insurance verification for Peer Respite services, ensuring 100% caseload accuracy.
• Monitor facility cleanliness, maintenance, and fridge temperature tracking.
• Maintain at least an 80% guest room occupancy rate.
• Develop and implement engagement opportunities to enhance the guest experience.
• Co-facilitate biweekly group supervision with the Senior Clinical Supervisor to provide staff training and support.

Peer Hub

• Approve and oversee the development of monthly workshop calendars, ensuring diverse and relevant programming.
• Assist in event/workshop planning and execution to increase client engagement.
• Ensure a minimum of 10 clients check in daily to the Peer Hub.
• Monitor and assess outreach efforts and staff participation in community meetings.
• Oversee donation organization, ensuring appropriate distribution and tracking; notify Executive Director when supplies are low.
• Co-facilitate weekly group supervision with the Senior Clinical Supervisor to enhance program quality.
• Cross-check monthly attendance sheets with superbills and chart notes before submission to maintain accurate records.

FCS (Foundational Community Supports)

• Maintain and regularly update a caseload tracking spreadsheet to ensure proper client management.
• Collaborate with the FCS Case Manager on client approvals and renewals through Wellpoint.
• Ensure monthly reports are compiled and submitted to the FCS contractor by the 10th of each month.

OHY (Office of Homeless Youth) – Grant-funded through June 2025

• Coordinate and optimize staff schedules (e.g., integrating OHY Peers’s WISe and OHY responsibilities) for efficiency and effectiveness.
• Support outreach initiatives to maximize grant utilization before the contract’s expiration.
• Ensure all client interactions are documented accurately in an Excel tracking sheet and entered into HMIS (Homeless Management Information System).

3RT CORE (Creating Opportunities, Resilience & Empowerment - Wraparound Adults & Children Services)

• Maintain a caseload of 24 clients across adult and children’s programs, providing direct support and resource navigation.
• Work in close collaboration with the WISe Manager to ensure adherence to WISe principles.
• Co-facilitate weekly group supervision with the Senior Clinical Supervisor to support staff professional development and ensure program fidelity.

Additional duties as assigned. Duties and responsibilities may change, and new ones may be added, at any time with or without advanced notice.

Other Related Duties:

1. As a mandated reporter, follows all procedures outlined in agency policies and procedures to report to the proper agency when there is suspicion and/or confirmation that a child or adult has been a victim of abuse or neglect.
2. Actively participates in staff meetings and multi-disciplinary meetings with other team members.
3. Actively participate in team and/or individual supervision as stated in agency policy.
4. Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of Three Rivers Therapy client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
5. Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by manager.
6. Perform as a team member to assure that productivity outcome measures are achieved.

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job:

Education/Experience: to perform this job successfully, an individual must have and possess:

Minimum Qualifications:

• Bachelor's degree in Social Work, Counseling, Public Health, Nonprofit Management, Psychology, or a related field required.
• Minimum of 2 years of experience working as a Certified Peer Counselor.
• Previous program management experience, particularly in peer support, behavioral health, or grant-funded initiatives.
• Strong interpersonal skills, including the ability to communicate effectively with diverse populations and build collaborative relationships with community partners.
• Ability to work independently and as part of a multidisciplinary team in a fast-paced, dynamic environment.
• Proficiency in Microsoft Office Suite and electronic health record (EHR) systems preferred.

Preferred Skills:

• Master's degree in Social Work, Counseling, Psychology, or related field.
• Licensed Mental Health Professional (LMHC), Licensed Independent Clinical Social Worker (LICSW), Licensed Marriage and Family Therapist (LMFT), or equivalent licensure.

Certificates/Licenses: To perform this job successfully, an individual must:

• Possess valid WA State driver’s license and clean driving abstract.
• Successfully pass background check applicable to position.
• Eligible for Agency-Affiliated Counselor registration required.
• DBHR/HCA Certified Peer Counselor Certification

Working Conditions:

• Work is performed in various settings including office & community settings
• Regular travel required to attend community meetings and provide field supervision

Physical Requirements:

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.