ASSOCIATE DIRECTOR

Description

Department for Persons with Disabilities (DPD)

Are you passionate about making a difference in others' lives? Then come join the DPD team!

Department for Persons with Disabilities (DPD) is one of the largest Catholic Charities Agencies providing care for adults with intellectual and developmental disabilities in the United States. We are looking for dedicated, caring and compassionate people to work in our Group Homes.

REPORTS TO: Director of Gruenert Center

SUPERVISES: Program Staff, Residents

HOURS: Full-Time Shift (Monday-Friday 8:30am - 4:30pm)

This is an exempt full-time position, generally requiring 40 Hours, flexibility is required to meet the needs of the program and includes on-call time.

REGULAR SALARY: $25.08 per hour

JOB SUMMARY: The primary responsibility of the Associate Director is to work cooperatively with the program Director to provide quality services to the people living in the home, and to uphold the agency philosophy in carrying out the day-to-day tasks. The job includes demonstrating excellence in all areas of the direct support professional (DSP) position, as well as interviewing, hiring and supervising staff in order to maintain the highest possible quality of life for the people in the center. A heavy focus of this temporary role will be on reviewing and signing notes in the agency’s fee for service system to assure Medicaid compliance for billing.

It includes participation in the planning/coordination of the Individualized Service Plans (ISP) with the individuals’ Support Coordinator as needed and the supervision of the ISP implementation and documentation. Some administrative tasks are involved, including but not limited to, ensuring accurate and timely documentation and review of notes related to Medicaid fee for service. Supporting the Director with management of program files and filing as requested. The Associate Director must be able to meet and complete all physical requirements of the job. The job requires a significant amount of written documentation and use of the computer. The employee will cooperate with the agency's administration and/or Catholic Charities, Diocese of Paterson, the Division of Developmental Disabilities and the NJ Dept. of Human Services staff in any inspection, investigation or inquiry.

PLACE IN ORGANIZATION: This is a staff position to the program Director. This position carries authority over employees working in the center and service recipients at the center.

PROFESSIONAL RELATIONSHIPS: This position requires working cooperatively with the Administration, other Directors and Associate Directors, volunteers, family members, and representatives of outside agencies, as requested. Must always represent the agency in a positive, professional manner.

PERFORMANCE & QUALITY IMPROVEMENT (PQI): To be an active participant in the agency PQI process and, with the Director, foster effective communication on all levels of the agency. New and creative ideas will be communicated at staff meetings. Written suggestions for changing the job description may be submitted at any time and will be reviewed by the administration.

JOB TASKS:

1. To provide training and supervision to staff.

A. To supervise staff in all aspects of their job responsibilities and provide feedback to improve job performance, especially related to fee for service notes.

B. To communicate to the Director issues relating to staff job performance and to

participate in providing feedback to staff regarding performance and to communicate same to the Director per agency procedure for proper documentation.

C. To assist in orientation and training procedures of all new staff according to agency procedures, especially related to fee for service notes.

D. To supervise volunteers alongside the Director and to communicate any issue regarding a volunteer to the Director of Pastoral Care.

E. To participate in and monitor the completion and accuracy of documentation according to policy, in a timely fashion when requested, including but not limited to: ISP documentation and notes review/approval, Behavior Plan Charts, Medication Administration record and assuring an adequate supply of medication at all times, Incident Reports, Daily Resident Log, Staff Log, Financial Vouchers, Activity Sheets, Nutritional Charting (when applicable) and Fire Drill Reports.

F. Ensure full compliance with all laws, Medicaid standards and other regulatory requirements.

2. To ensure highest possible quality of life for residents.

To participate in the development of the ISP based on the preferences and needs of each individual and to maximize their participation in the process.

To promote personal dignity, provide assistance and/or supervision in all aspects of daily living including but not limited to: wheelchair use, use of slings and lifts for transfers, personal hygiene, toileting/changing incontinence briefs, community participation, leisure activities both in the center and in the community, when requested.

Ensure behavior support plans are followed as written by all staff and ensure related documentation is completed as required in a timely fashion.

To promote personal relationships both within and outside the center, as needed.

To encourage and support individuals to advocate on their own behalf, as needed.

To ensure each individual maintains optimum health by immediately responding to any signs of ill health and monitoring any known health issues.

When delegated by the Director, will ensure that medications are administered as prescribed and to assure that medication is appropriate through effective communication with the physician.

To drive residents to activities and community resources, as needed, using program vehicles in a safe and legal manner, and to follow agency Vehicle Procedures.

3. To communicate effectively with the Director, other Gruenert Administrative team members, Agency Administration, co-workers, service recipients and outside contacts.

A. To maintain ongoing communication with Executive Director and Associate Executive Director regarding all positive events as well as problems which arise in the day-to-day management of the center as needed including.

B. To actively participate in staff meetings, when requested, communicating all policy issues promptly.

C. To read and respond to all logs, e-mail, other directives and communications promptly.

D. To maintain ongoing communication with all staff and Center administrative team, service recipients, and the Director and communicate any issues.

E. To maintain ongoing communication with group homes, support coordination agencies, DDD representatives, families and other individual parties, when requested.

F. To attend meetings as requested: Agency meetings, IDT meetings and ISP meetings.

4. To assist with the completion of administrative tasks in a timely and accurate manner.

A. To complete and review incident reports, fee for service documentation/notes, daily logs, behavior plan charts, ISP documentation and other checklists.

B. To plan and/or evaluate the scheduled activities with program supervisors and DSP’s to ensure appropriateness of activity, adequate staff, adequate funds, benefit to the individuals, as requested.

C. To plan and/or assist with weekly van run schedule with other Gruenert administrative team members, as assigned.

D. To participate in completion and submission of payroll based on established timeframes, as requested.

E. To participate in the complete and/or review of monthly reports. Complete quarterly and annual reviews in fee for service software, as delegated, according to established timeframes.

F. To actively participate in agency PQI process and to complete monthly PQI reports, as delegated.

G. To work cooperatively with the Director to complete Program funds reports according to agency procedures and timelines. To monitor and safeguard center and personal monies by following the Program Funds procedures.

H. To adhere to program budget with any expenditures to operate the program effectively within the program’s budget.

I. To review Over-the-Counter (OTC) medications and PRN medications for expiration dates. Ensure all medication administration supplies are available and properly stocked.

J. To receive, organize, and file new annual physical forms for all service recipients. Maintain a tracking system for physical expiration dates and ensure timely follow-up when renewals are needed.

K. To check the OSHA bucket regularly to ensure all required supplies are available, adequately stocked, and within their expiration dates. Replace expired or missing items as needed.

L. In collaboration with the Gruenert Plan Coordinator, ensure updates to participant face sheets in AWARDS as needed so information remains accurate and current.

M. To assist with the preparation and completion of annual documents, including annual consents, face sheets for vans and emergency packets, and Gruenert Center rules and acknowledgments.

N. To monitor and track van maintenance needs, including oil changes, inspections, registrations, and handicap placard renewals. Assure all needed maintenance is completed timely.

O. To maintain inventory of Center supplies, create lists of needed items, and place orders as necessary.

P. To keep participant and program files organized and up to date in filing cabinets, ensuring all required documentation is properly maintained and easily accessible.

Q. To assist with administrative and clerical duties as assigned to support the daily operations of the Center.

R. To report any maintenance, safety, or facility-related needs that arise to the Director or Maintenance Department in a timely manner.

S. To assist with weather-related emergency preparedness during the winter season, including monitoring conditions and ensuring that walkways, entrances, and the parking lot are safe and accessible for participants, staff, and visitors. Coordinate with the Director and Maintenance Department as needed to address snow, ice, or other hazardous conditions.

T. To communicate with participants' homes and caregivers during weather-related emergencies. Assist with coordinating emergency closings, delayed openings, and other weather-related schedule changes to ensure timely and accurate communication with all affected individuals.

U. Notify Administrative on-call for emergencies (including major illnesses, serious medication errors, behavioral crises, major facility problems).

V. To report incidents according to Agency & DDD procedures.

W. Associate Director is expected to become proficient in all administrative duties of the program and all online and server-based software applications, as requested.

5. To perform any and all duties designated by the Director and/or Administration.

A. Must understand and uphold the mission, philosophy and values of Catholic Charities/Department for Persons with Disabilities.

B. Must comply with all laws, Medicaid standards and other regulatory requirements.

C. The Associate Director must be familiar with and comply with all agency policies and procedures and those of Catholic Charities, Diocese of Paterson.

D. The Associate Director must have a physical exam prior to employment and obtain a Mantoux test or free from TB contagion clearance. Must meet fingerprint requirements, checks of criminal background, the central registry, the child abuse registry, and drug test requirements.

E. This job requires a person that will be extremely dependable. The Associate Director must be prompt and must have transportation arranged so s/he will be able to get to the job in all weather conditions.

Requirements

QUALIFICATIONS: High School diploma or equivalent required, B.A. degree preferred in Special Education or related field. Minimum of one year of supervisory experience in a day habilitation program and one year working with people with intellectual or developmental disabilities. Must have a driver's license, which is valid in the State of New Jersey and points on license not to exceed 5 points. May be required to drive agency vehicles to transport service recipients on an as needed basis. Should have knowledge of, or willingness to learn computer programs.

PERSONAL CHARACTERISTICS: Maturity, ability to assume a supervisory role and work cooperatively with the Director, good judgment and ability to handle a crisis effectively, be creative, flexible, sensitive to the cultural differences present in people living or working in the program, pleasant and non‑abrasive, willing to learn. Should have good health and energy.

WORK LOCATIONS: Gruenert Center, Gruenert Special Needs and the community as needed. Remote work may also be approved for this position as approved by the Director of Gruenert Center. CC‑DPD reserves the right to redeploy any employee to a different program based on agency needs.

PHYSICAL REQUIREMENTS: Must be able to walk, speak the language of the people attending the center, lift and push wheelchairs, give physical assistance to people as needed. Assist as needed in all activities of daily living (ADL’s) including but not limited to personal hygiene needs, toileting and providing individual assistance to service recipients in accordance with prescribed diets. Must be able to safely evacuate all residents within prescribed evacuation timeframe. Must be able to meet the physical requirements of CPR.

MENTAL AND EMOTIONAL REQUIREMENTS: Must be able to remain calm even in a crisis. Must be patient and supportive and treat each person attending the center with dignity. Work with individuals with behavior support plans, if applicable, and assure all plan provisions are carried out and documented as per agency behaviorist. Must be able to manage multiple priorities in an effective manner. Must be aware of the impact that modeling has on staff and on persons who have an intellectual or developmental disability.

TRAINING REQUIREMENTS: To complete the orientation process and to fulfill all required training within the specified time period. These include, but are not limited to all state mandated trainings via the College of Direct Support, as well as agency specific/Catholic Charities/Diocese of Paterson trainings, as directed to do so by the supervisor or Human Resources staff. Must renew certifications as required. Must meet the annual continuing education training requirements. Program Directors are encouraged to participate in additional trainings that are available, including but not limited to: Supervisory Trainings offered by Catholic Charities and the College of Direct Support Frontline and Supervisory Management courses and other trainings as assigned.

Catholic Charities is an equal opportunity employer (EOE) – we will discontinue the use of any recruitment resources which engage in direct or indirect discriminatory practices.