Healthy Families Program Manager

Description

Full-time position

The Healthy Families Program Manager position manages, supervises and provides leadership to the Healthy Families Program (HFA), assuring compliance with Oregon Performance Indicators and maintaining HFA accreditation standards and UCAN Personnel Policies and program procedures. Ensures program fidelity to meet HFA credentialing standards. Creates and oversees structure for regional systems needed to maximize impact of Healthy Families Program. Lead, supervise and mentor and provide oversight of Tri-County staff and functions. Participate in planning activities of program services. Implement and oversee day-to-day activities. Monitor and evaluate program activities.

ESSENTIAL FUNCTIONS OF THE POSITION:

The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the agency.

• Manage the Healthy Families Program (HFA) and client services program which includes develop, implement and evaluate structure and processes for integrated local/regional systems. Ensures program fidelity to meet HFA credentialing standards. Assures program is meeting Oregon Performance Indicators and maintaining HFA accreditation standards. Writes plans and analyses for HFA standards. Participate in budget preparation and monitor fiscal recordkeeping and program budget; oversees Medicaid claiming/reimbursement. Plan both short and long-range program development and services.
• Provide visible and confident leadership. Set and enforce high standards for performance, professionalism, integrity, and business ethics.
• Exercise independent judgment and discretion frequently and consistently in matters of significance and in the performance of all managerial duties. Responsibly balance program needs, customer needs and the impact on other departments and programs when making decisions or recommendations and actively demonstrate accountability for achieving desired outcomes and measurable results.
• Implement plans, policies and procedures. Maintain and update program operating manuals. Draft or participate in the development of program policies and keep supervisor informed and aware of the need for new or updated policies. Develop and establish new procedures as necessary to ensure compliance with policies and program regulations. Organize and maintain various other program documents, such as applications or forms.
• Develop and provide presentations to other organizations about Healthy Families and Lead workshops/trainings as requested. Coordinate team meetings with appropriate staff and community agencies.
• Prepare a variety of reports. Ensure the thorough and accurate completion of program reports. Independently research, compile and summarize information for reports or other documents. Design and maintain spreadsheets and forms to track information for reporting purposes. Generate reports from program databases. Prepare documentation for monitoring reports. Participate in continuous quality improvement efforts.
• Manage activities to prepare for and follow-up on annual site visits from the Oregon Department of Education (ODE), Department of Early Learning & Care (DELC). Collaborates with local Early Learning Hub, early childhood team and social service agencies and promotes interagency coordination with partner agencies. Serves as the liaison between DELC/HFA and Healthy Families staff.
• Ensure contracts and agreements with contractors are up to date. Maintain and organize program contract documents, maintain system to track deadlines and termination dates. Participate in the development of contracts. Recruit contractors as necessary to ensure adequate and timely service delivery and compliance with program guidelines. Maintain contractor files and update as needed.
• Respect and maintain confidentiality of information pertaining to families, personnel issues, and other program operations.
• Report suspected cases of child abuse and neglect.
• Communicate in a professional, respectful and courteous manner with all employees, clients, children and families, the Board of Directors, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas designed to meet or exceed the organization's strategic goals.
• Enter data in a timely way into the state database or other databases required by Healthy Families Oregon.
• Represent the program to the public and other agencies and interpret policies and procedures. Coordinate services with contract providers. Coordinate partnerships with higher education institutes, local school districts and other early learning partners and agencies.
• Drive a company vehicle in the performance of duties that serve as the basis of this position. Driving will be required for travel to training facilities, board meetings, events, client homes, community meetings, partner facilities, other county offices and to perform other essential functions as needed.

Personnel Management and Supervision

• Participate in the recruitment, selection, onboarding and retention of Healthy Families personnel. Motivate, encourage and support employee professional growth and development, including cross-training initiatives where practical. Monitor, evaluate and consider team dynamic functionality, performance, production, staffing and other key performance indicators to facilitate strategically sound workforce planning decisions and fiscally responsible allocation of available resources.
• Hold employees accountable for working safely, consistently, productively and in compliance with agency policies and work rules in pursuit of program and agency goals.
• Monitor, manage and evaluate performance of direct reporting staff and work processes to ensure continuous improvement and increased contribution to UCAN's success. Coach and improve employee performance through effective communication, documentation and feedback, performance evaluations, and other positive performance management strategies designed to increase individual productivity and overall team performance.
• Perform routine supervisory tasks for direct reports in accordance with established deadlines including but not limited to approving time sheets and time off requests, and completing performance evaluations. Conduct regularly scheduled reflective supervision meetings.
• Meet with support staff and leadership team on a regularly scheduled basis. Organize and implement both new employee and ongoing training for Healthy Families staff. Monitor staff development training plans.

Fiscal Management

• Develop program and grant budgets within established timelines. Manage and monitor program funding to ensure cost control and attainment of revenue and expenditure goals. Track and monitor program expenditures and projected expenses. Ensure funding sources are expended by expenditure deadlines. Participate in fiscal meetings regarding budget development, budget revisions, and grant spenddowns.
• Process invoices for payment. Ensure proper allocation of expenses. Review payments to ensure compliance with program requirements. Ensure payments are made within a timely manner. Prepare billings and reimbursement requests in accordance with grant requirements and coordinate with fiscal department to ensure accounts receivable records are created for reimbursement requests. Oversee program procedures that ensure financial compliance and mitigate financial risk within the program.
• Manage program purchasing and inventory control. Ensure purchases are done in accordance with purchasing and procurement policies, procedures, and regulatory requirements. Maintain equipment records. Maintain inventory of program supplies.

Other Essential Functions

• Be an active and strong supporter of UCAN and its mission within the agency, with colleagues, partner agencies, program participants, and in the community in general. Maintain professional and collegial relations with all necessary partner agencies.
• Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results.

KNOWLEDGE, SKILLS & ABILITIES

Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.

• Thorough knowledge of, child development, home visiting programs, community action and other family support programs
• Considerable knowledge of organizational development, leadership and management best practices as applied to the analysis and evaluation of programs, policies, goals, strategic plans and operational needs.
• Strong interpersonal skills necessary to develop, establish and maintain effective, professional, collaborative, and collegial working relationships with customers, other employees, contractors, vendors, and others with whom we may work.
• Strong conflict resolution skills and demonstrated ability and competency to work with a diverse population of clients, contractors, vendors and co-workers of all ages, including people who may be aggressive, belligerent and/or hostile, confused and/or disoriented, or who may be suffering from a medical or physical impairment.
• Excellent oral and written communication skills necessary to communicate clearly and effectively with staff, clients, partner agencies, and other diverse audiences. Demonstrated ability and competency to communicate clearly and concisely in both individual and group presentation settings.
• Exhibit strong leadership behaviors that promote open communication, teamwork, productivity and accountability with integrity.
• Ability to lead individuals to perform successfully as a team, adapt to rapidly changing and evolving environments, and achieve successful outcomes while balancing competing interests and priorities.
• Ability to plan, prioritize, schedule, organize, track, document, report and evaluate work and job performance of staff to increase productivity, maximize available resources, and ensure that program needs and goals are met and/or exceeded.
• Sufficient mental acuity and sound reasoning abilities necessary to review, analyze, evaluate, and interpret agency policies, as well as federal and state regulations applicable to agency operations.
• Strong organizational office skills are necessary for setting up files, creating documentation, record keeping, and maintaining accurate company records.
• Demonstrated experience and competency operating and working effectively and efficiently with computers and other forms of office technology, electronic data, computer programs and software applications, especially Microsoft 365, Word, Excel, Outlook and Teams. Ability to use electronic timekeeping system is required.
• Ability to travel.
• Willingness to engage in building reflective practice (e.g., capacity for introspection, communicating awareness of self in relation to others, recognizing value of supervision, etc.

Requirements

Required Licenses & Certifications

• Valid driver's license with a driving record that meets UCAN's acceptable driving guidelines.

• Must pass criminal background check prior to hire and successfully meet all screening standards as required by department or program funding source(s).

• Within 30 days of appointment must acquire a first aid card and renew as necessary during employment to keep current

Education & Experience

• Prefer Master's degree in public health or human services administration or fields related to working with children and families, or

• Bachelor's degree in these fields with 3 years relevant experience, or

• Less than a bachelor's degree but with commensurate HFA experience

• Administrative experience in human service or related field including experience in quality assurance and continuous quality improvement

• A solid understanding of and experience in managing diverse staff with humility.

• Infant mental health endorsement preferred.

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The physical effort typically applied in this job includes:

• Position oneself by bending, stooping, kneeling, crouching, and reaching as necessary to perform assigned duties.
• Move throughout indoor and outdoor work environments, including navigating uneven terrain, stairs, curbs, and other varying surfaces.
• Lift, carry, push, pull, and transport materials, equipment, or supplies as required.
• Use hands and fingers to handle, manipulate, operate, or position objects, tools, equipment, and technology.
• Remain in a stationary position (sitting or standing) for extended periods as needed.
• Travel between work locations and throughout service areas as required.
• Communicate and exchange information with clients, coworkers, vendors, and members of the public.
• Work in environments where exposure to pets, pet dander, allergens, dust, pollen, fragrances, cleaning products, insects, vegetation, and varying weather and environmental conditions may occur.

The amount of lifting effort typically applied and the percent of time the effort is applied:

• Between 1 & 5 lbs. - 40% to 70%

• Between 5 & 25 lbs. - 40% to 70%

• Between 25 & 50 lbs. - Less than 15%

• More than 50 lbs. requires lifting equipment or team lift.

MENTAL OR VISUAL DEMAND

• Concentrated mental and/or visual attention; the work involves performing complex tasks to very close accuracy and quality specifications; or a high degree of hand and eye coordination for sustained periods.

WORKING CONDITIONS

The kinds of disagreeable elements the employee would typically be exposed to in the work area include:

• Noise

Description of the physical surroundings or conditions under which the job is typically performed and the extent of exposure to the disagreeable elements noted above:

• Work is typically performed under reasonably good working conditions; while exposure to any or all of the above elements may occur, such exposure is generally not present to the extent of being disagreeable.
AVAILABILITY AND ATTENDANCE

Due to the nature and scope of the essential functions, the importance of personal interactions between this position, employees, clients and other members of the public, performance of the essential functions requires a combination of regular and consistent availability, accessibility and presence on-site.


FLSA STATUS - Exempt