Program Manager - Bend, OR

Job Description

Job Description

VISION TO LEARN

PROGRAM MANAGER

LOCATION: Bend, Oregon

REPORTS TO: Director of Operations

COMPENSATION: $65,000-$75,000/YR

POSITION TITLE: Program Manager

EMPLOYMENT TYPE: Full Time + Benefits

ABOUT VISION TO LEARN

Join Vision To Learn and make a direct impact in your community by helping provide vision services to school-aged children in underserved communities who would otherwise go without access to care.

Vision To Learn is the largest school-based vision care nonprofit in the country. VTL exists to address one basic premise – if you can’t see, you can’t learn. Vision To Learn provides eye exams and glasses to students in underserved communities at no cost to the student or their families to help them succeed in school and in life. Founded in Los Angeles in 2012, Vision To Learn has since expanded to schools across the country. Vision care is critical as 80% of all learning during a child’s first 12 years is visual, we work to solve the problem of lack of access by partnering with school districts to provide eye exams and glasses at no charge to families. We have provided over 3.8 million vision screenings, 800,000 eye exams and 630,000 new, prescription glasses in the last decade.

For more information about our career opportunities and see the impact of our work, please visit our website 

Qualified applicants please apply through this direct link or through our website:

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WHO WE ARE

Vision To Learn will expand our work into Central Oregon launching a new program serving Bend, Eugene, and the surrounding counties. We are friendly, high energy, knowledgeable, and detail-oriented professionals committed to Vision To Learn’s mission. We approach our work with a value system of service excellence, empathy, integrity, open communication, empowerment, and an eagerness to help the communities we serve.

GENERAL PURPOSE OF THE JOB

This position is accountable for overseeing the overall management of a region including operations of mobile clinic(s) in designated areas including: 

• Build and maintain relationships with key local stakeholders
• Operations Management 
• Patient Care Coordination, Patient Satisfaction and Clinical Outcomes; 
• People Management; and
• Regulatory Compliance and Risk Management.

The Program Manager provides leadership and direction to the regional staff to ensure safe, efficient, and ethical patient care and positive teammate relations.

CORE RESPONSIBILITIES

We are looking for a Program Manager (PM) for our Central Oregon region. This position oversees the regional staff which could include office admin and clinical staff. The PM will be a leader to this staff and strategically leverage their talents to smoothly maintain and run a program to support students across rural communities within the region. In addition, the PM will be the point of contact for our community and school partners ensuring the required support documentation and system data materials are managed in an efficient and timely manner.

This is a wonderful opportunity for someone that loves a challenge and who would be eager to be the face of a very successful, scaling program while building community and brand partnerships.

ESSENTIAL FUNCTIONS

The PM is responsible for the day-to-day operations of VTL’s mobile vision clinics within their region including but not limited to:

• Efficient use of the mobile clinic via accurate schedules for exams, clear logistical information for clinic staff and school contacts, and consistent communication of expected patients served on a daily basis;
• Professional attitude and delivery of high-quality medical care to every patient, partner, parent and visitor; and
• Development / maintenance of major on-the-ground relationships with key local stakeholders, including schools and districts, community organizations, and philanthropic funders, critical to the long-term viability of the program.

To do this, the PM is responsible for running the mobile vision service program during the school term (primarily in schools) and the summer (primarily in community organizations) throughout their region and is expected to:

• Create and maintain schedules of screenings, exams and dispensing;
• Ensure patient, school, and regional data is collected in a timely and accurate way;
• Oversee program related functions of staff and ensure delivery of consistent, quality service provided by clinic staff; and
• Work productively with the Director of Operations to advance the strategy and sustainability of the program

Financial, and Operations Management

• Create and maintain comprehensive and efficient clinic and vision services operations, including screening, exams, and dispensing, coordinating with site partners, and creating and communicating detailed schedules, logistics, and site information to staff
• Maximize efficiency of operation through comprehensive understanding of district calendar, operational details, management of clinic team, and efficient use of and oversight of regional data and data systems
• Input/manage the input of accurate and timely data into relevant VTL systems, including the electronic medical records database (as applicable to PM and or in consultation with medical personnel), Basecamp (site scheduling system), dispensing system, public reimbursement billing (in consultation with VTL national public reimbursement personnel), and other systems as developed and introduced
• Coordinate vehicle maintenance with optician to keep clinic(s) and equipment in good working condition, maintain proper registrations and inspections, and coordinate with optician to plan for and ensure adequate supplies and inventory; on occasion you may be required to drive the clinic(s)
• Provide oversight to all regional staff including clinic and administrative staff 
• Provide financial oversight for regional operations through monitoring of revenues and expenditures for the operation
• Provide input on expected exams to be provided and staffing hours (as needed) each month, quarter and/or year for budget development by CFO

• Collaborate with the Development Team and Director of Operations and assist in providing data, operational plans and other important information related to development and grant requirements.
• Attend grant meetings and site visits where necessary for purposes of donor and partnership development

Patient Care Coordination, Patient Satisfaction, and Clinical Outcomes

• Ensure accurate data entry and record keeping, within the organization’s EHR (SPARTA), related to patient and procedure reports, in an effort to ensure ethical, accurate, and timely submission of public reimbursement charges for delivery of service

• Quality control of customer service, including prompt follow-up on any patient, family, or community partner comments and requests, and consistent professionalism of the program
• Build positive organizational culture through verbal/written performance feedback, helping to troubleshoot problems as they arise, assisting staff in learning to problem solve, and through effective communication with key personnel and VTL leadership
• Assist in communications, maintaining files of and providing local stories, photos, or other highlights proactively and as requested

People Leadership

• Communicate with staff, sites, districts, and families and other key local constituents such as funders and press, to build long-term community and regional specific partnerships critical for the smooth functioning of the program and positive VTL image and reputation over time
• In partnership with the Director of Operations, ensure MOUs are established with school districts and community organizations and renewed on a yearly basis 
• Collaborate with the Director of Operations, Development Team and Communication Team for Coordination of branded Glasses Celebrations. 
• Collaborate with HR Department and Recruiting Team on hiring of all regional staff, including opticians, and/or other personnel, as needed
• Coordinate with Medical Director and Recruiting Team for staffing of optometrists
• Collaborate with HR Department on onboarding of all regional staff, including optometrists, opticians and/or other personnel, as needed
• Collaborate with HR Department to resolve employee relation issues and performance appraisals in a timely manner and developing/mentoring staff

• Coordinates onboarding training to ensure optician and operations staff are prepared to operate in the field
• Supports clinical and operations staff with on-going training to meet VTL policies and compliance standards
• Collaborate with Medical Director to ensure new ODs receive proper training before beginning in the field

Regulatory Compliance and Risk Management

• Pro-actively coordinate operations and flag program issues with Director of Operations
• Understand and comply with policies outlined in the VTL handbook as provided by VTL leadership and/or HR department
• Provide input on VTL policies, initiatives, and organization-wide projects as needed

Who You Are

• Experience working closely with rural communities strongly preferred
• A strong leader with experience overseeing multiple staff in a fast-paced environment
• A multi-tasker with the ability to prioritize tasks and organize responsibilities to manage various projects
• A self-motivated, positive individual with a can-do attitude, excellent judgement, and the ability to work with uncertainty
• A problem solver with a keen understanding of how logistical decisions impact others
• A data analyzer comfortable compiling large data sets and the technology (such as Excel) required to compile and manipulate data, weighing multiple factors, balancing qualitative and quantitative information to make sound recommendations / produce robust solutions
• A strong communicator, both written and verbal, with staff and community partners

EDUCATION 

• Bachelor’s Degree

EXPERIENCE

• Background in nonprofit, education, or related fields
• Experience in logistics and project mana