PROGRAM SUPERVISOR

Job TitleSupervision and Staff OversightProvide regular, structured, and documented supervision to assigned staff in accordance with agency policy.Assign, monitor, and adjust staff responsibilities and caseloads to meet program and resident needs.Review clinical and program documentation to ensure accuracy, timeliness, quality, and regulatory compliance.Provide guidance, coaching, and corrective feedback; address performance concerns in a timely and documented manner.Complete staff performance evaluations within required timeframes.Escalate significant or unresolved staff performance, conduct, or compliance issues to the Program Director.Lead weekly staff meetings and monthly case conferences with the SUD clinic.Participate in quarterly multidisciplinary case conferences, including Substance Use Disorder Services, Family Support Services, and Care Management.Ensure communication, documentation, and follow-through on action items resulting from meetings.Timekeeping and Training ComplianceReview and approve staff time records for accuracy and completeness.Ensure adequate staff coverage and adherence to approved work schedules.Address attendance issues, missed punches, or timekeeping discrepancies promptly and in accordance with policy.Track required trainings, certifications, and license expiration dates.Ensure staff complete all required agency, OASAS, and role-specific trainings.Follow up on overdue or incomplete training requirements and confirm staff readiness prior to assuming assigned duties.Program Operations, Data, and Administrative OversightMaintain accurate and current program data related to referrals, admissions, census, transfers, and discharges.Monitor resident treatment phase, service status, and program placement.Ensure alignment between operational data, clinical documentation, and internal tracking systems.Enter and maintain admission, update, and discharge information in the OASAS Client Data System (CDS) in accordance with regulatory timelines.Complete and submit required OASAS reports as scheduled.Review program data for accuracy and consistency across systems.Track and monitor compliance timelines, including treatment planning, counseling sessions, discharge planning, utilization reviews, and LOCADTR completion.Participate in Program Quality Improvement (PQI) activities and ensure implementation of corrective actions.Identify, document, and report trends, risks, or compliance concerns to the Program Director.Referral, Intake, and Admission OversightServe as the primary point of contact for referral sources.Maintain oversight and accountability for the referral, intake, and admission process.Supervise and guide the Intake Coordinator throughout referral and intake activities.Review referrals for appropriateness, eligibility, and alignment with OASAS and MSC admission criteria.Ensure required documentation, releases of information, and LOCADTR determinations are completed accurately and timely.Approve admissions in coordination with the Program Director.Assign new residents to a primary counselor in a timely manner.Coordinate admission scheduling and internal communication.Ensure intake and admission processes are timely, trauma-informed, and compliant with regulatory and program requirements.Clinical Oversight and Treatment CoordinationEnsure LOCADTR determinations are completed at admission, monthly, and concurrent with treatment planning.Ensure admission assessments, required OASAS documentation, and admission notes are completed within established timeframes.Ensure initial treatment plans are completed within two (2) days of admission and updated monthly.Monitor delivery of required individual and group services in compliance with OASAS standards.Monitor resident engagement, progress, attendance, and participation in program and treatment activities.Coordinate and document clinical responses to resident needs, challenges, or changes in treatment status.Ensure discharge planning is initiated early, documented appropriately, completed in the electronic health record, reviewed and signed, and provided to residents.Complete utilization reviews at required intervals and route for approval.Insurance Authorization and Utilization Review OversightMaintain oversight of insurance and managed care requirements related to resident services.Ensure timely notification of admissions and submission of continued stay and utilization reviews.Track authorization dates, approvals, denials, and pending determinations.Coordinate with clinical and billing staff regarding authorization status.Escalate unresolved insurance or utilization review issues to the Program Director.Other Duties as AssignedQualificationsQualified Health Professional, CASAC Advanced or Master Counselor, and/or LMSW, LMHCMinimum of three (3) years of experience in substance use disorder treatment or residential services, including supervisory experience.Demonstrated knowledge of OASAS regulations, LOCADTR, utilization review, and managed care requirements.Experience with electronic health record systems and program data tracking.Valid New York State Driver's License and acceptable driving record.Successful completion of required background checks and health clearances.Knowledge, Skills, & CompetenciesKnowledge of OASAS regulations, level of care requirements, and clinical best practices.Ability to supervise, coach, evaluate, and hold staff accountable for performance and compliance.Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.Attention to detail and commitment to accurate, timely documentation and reporting.Effective written and verbal communication skills.Ability to exercise sound judgment, discretion, and appropriate escalation.Ability to collaborate effectively with leadership, multidisciplinary teams, and external partners.Working ConditionsOn-site supervisory position within a residential treatment program.May require flexibility in schedule to meet program needs.Scope of ResponsibilityProgram-level responsibility for staff supervision, resident care coordination, regulatory compliance, and operational oversight.Organizational StructureReports to the Program Director and functions as a member of the program leadership team