Head of Programme Management

Opportunities, Inc. seeks to ensure that all people with intellectual and developmental disabilities are provided chances to build a broad range of skills, gain new knowledge, interact with their community and, most importantly, be provided a variety of inclusive opportunities within the communities where they work, recreate, and live. We provide excellence in vocational, social, and adaptive skill development to help adults with disabilities achieve their fullest potential for independence and self-confidence.

Job Summary
The Program Manager (PM) provides oversight related to services and supports for people that are assigned to their program team, and is supervised by the Chief Programs Officer (CPRO). This position supervises all staff within the program team including Support Coordinators, Employment Specialists, and Community Support Professionals. Oversight of the Person- Centered Planning process is a key function of the role, and ensuring that funding streams for people are accurate and able to meet the needs of people served by Opportunities, Inc. This role will collaborate closely with other program teams to ensure smooth delivery of services and daily oversight of services. Additionally, the PM will ensure that communication within the team that they oversee is solid and all needed information is known and understood. This position will be responsible for ensuring that all State regulations and requirements are met for any services delivered to people in their team. The PM will provide and reinforce Opportunities, Inc.'s Mission and Values throughout all supervisory exchanges and work collaboratively with leadership to continuously improve the quality of services and outcomes for people served.

Office Location
Remote Hybrid, Lanham/Gaithersburg

FLSA Classification
Exempt

Salary
$70,000 - $75,000 annually

Essential Functions
Staff Support Development and Oversight

Directly supervise entire team working within the community/team/region, including 2 Support Coordinators, 2 Employment Support Professionals, and 5-6 Community Support Professionals.

Provide supervision/support to each direct report, meeting regularly at 1:1 capacity, no less than once per month, to review staff performance related topics, provide constructive feedback, and assist with problem solving to help increase overall program effectiveness and assist people in services with achieving goals.

Coordinate with Director of Training to ensure all assigned staff are up to date with all internal training, training required by the State of Maryland (via the DDA Training Matrix) and that all Employment Specialists are current with their Employment Supports.

Ensure that all staff providing direct support are trained on the Person-Centered Plan or those in services, participating in the process of training staff on PCPs when necessary.

Participate in the orientation of new hires and coordinate shadows and/or field-based training.

Professional certification (CESP) as set forth within the Community Pathways and Community Supports Waivers.

Evaluate the performance of all assigned staff, providing constructive feedback during monthly supervision meetings, conduct annual employee evaluations and check‑ins with staff completing their probationary period.

Collaborate with People Operations/HR Department regarding all performance management related activities for staff working within assigned program team, ensuring that all performance issues are addressed in a timely manner and corrective action is put in place when deemed necessary.

Collaborate with People Operations personnel to participate in the hiring process by conducting interviews as necessary.

General Tasks

Assist with the maintenance of staff assignment lists, and when necessary, act as the primary point of contact for parents, coordinators or community support, other provider agencies, etc. for services for assigned individuals.

Coordinate with the Operations Manager regarding the maintenance and reporting of Opportunities, Inc. technology, and other equipment utilized by supervisors.

Comply with all agency policies and procedures to approve timesheets, mileage reimbursement, and expenses within required time frames.

Monitor staff overtime, ensuring that any overtime needs are known and approved ahead of time.

Ensure and oversee the accurate completion of daily documentation, activity development, weekly schedule creation, and goal monitoring.

Coordinate with all internal and external partners to ensure a smooth flow and delivery of day hospitalization, employment, and/or community development services.

Attend internal and external meetings as necessary to facilitate professional growth address issues related to services, market opportunities, and obtain referral information.

Review and approve Bill.com transactions.

Participate in cross‑functional teams, as assigned, to address organizational needs and promote collaboration across departments in support of Opportunities Inc.’s mission.

Programmatic Oversight

Attend all required meetings for people in services that focus on discovery related items such as Person‑Centered Plan development, review of services, employment plan developments, etc.

Ensure the funding for all people receiving services is allocated in a manner that prevents jeopardy of losing access to services.

Communicate and coordinate with Employment Specialists and DORS & Employment Specialists Lead to share pertinent information that ensures all needs related to employment are addressed including job development, on‑site support, off‑site support, follow‑along support, etc.

Ensure that all people in services are seen in accordance with the services outlined in their Person‑Centered Plans.

Work with the Chief Program Officer to ensure quality service provision by addressing and resolving conflicts and barriers to services while reinforcing successes in supporting people toward the achievement of outcomes and goals.

Collaborate with CSPs and Support Coordinators to ensure the timely submission of all weekly schedules that meet the requirements for community‑based services and supports.

Ensure staff coverage for all activities within the program, including when staff call‑out, are on vacation, and when breaks/changes are needed.

Employment Services Oversight

Communicate and coordinate with Employment Specialists to share pertinent information that ensures all needs related to employment are addressed including job development, on‑site support, off‑site support, follow‑along support, etc.

Support Employment Specialists with the creation of a weekly schedule for people receiving Employment Services.

Coordinate with Support Coordinators, Employment Specialists, and employers to develop plans related to phasing out of on‑site support for individuals working.

Review and submit DORS Reports to the Billing Specialist.

Quality Assurance

Collaborate with CPRO to complete Incident Reports and Agency Investigation Reports and ensure all program team members are aware of incident reporting requirements.

Responsible for notification of incidents to external team members and law enforcement when applicable.

Conduct site‑based emergency drills in coordination with the Operations Manager based on the agency's Emergency Drill Schedule.

Conduct reviews to ensure compliance with documentation requirements.

Person‑Centered Planning

Oversee the process to develop Person‑Centered Plans focused on individualized goals for each assigned person in services, tracking the PCP process in iCareManager to ensure implementation and documentation adheres to all State regulations and agency quality standards.

Regularly review and pull data on PCP compliance and work with teams to address any PCPs for people that are off track or out of compliance.

Monitor LTSS daily for pending plan activity and act accordingly.

Track state training compliance with PCPs in iCareManager, ensuring all direct support staff are current with training on PCPs for assigned people in services.

Monitor the clarification request process and ensure timely resolution of issues.

Review PCP Review submitted by the Support Coordinator.

Work to ensure services are provided in accordance with each person's PCP and that people are being supported in achieving their goals.

Admissions, Reviews, and Discharges

Participate in the processing of reviewing applications and referrals from various agencies/schools for potential new participants, communicating with referring partners and completing needed intakes for people interested in receiving Opportunities, Inc.'s services.

Attend Transitioning Youth FYIS to meet with students and families to review services offered by Opportunities, Inc.

Track and record admissions for all potential participants utilizing iCare Manager's Outreach module.

Other duties as assigned.

Qualifications and Desired Skills

Bachelor’s degree in related field. Master’s degree preferred. Experience working in I/DD field will be considered in lieu of a degree.

Creativity related to implementation of services.

Knowledge regarding the system of supports and Waiver services offered through the Developmental Disabilities Administration (DDA).

Self‑Starter with a proven track record taking initiative to complete tasks.

The ability to manage multiple tasks and priorities in an effective manner.

Strong organization and time management skills.

Works well within diverse populations building appropriate rapport while demonstrating cultural competence.

Effective and strong communication and interpersonal skills.

Proficiency in using Microsoft Office suite.

Prior experience working in LTSS and iCareManager preferred.

Minimum of 5 years’ experience working with adults with intellectual and developmental disabilities, a relevant degree can substitute for experience.

Understanding of and ability to share information regarding activities and resources in Montgomery County and for Prince George’s County.

Strong analytical, problem solving and troubleshooting abilities, with strong data analysis acumen and focus on accuracy and attention to detail.

A valid driver’s license, clean driving record, reliable transportation and willingness to drive company vehicles.

A Week in the Life of a Program Manager

Hold Program Team Meeting with all Support Coordinators, CSP, and ES.

1:1 with Support Manager to review how things are going with people in services and any barriers.

Review and approve important PCP documents such as PCP Reviews, SIP, 1‑Page Profile.

Provide 1:1 supervision to direct support staff to review how things are going with people in services and any barriers or support needs.

Identify training needs of team members and come up with a plan to provide professional development.

Manage scheduling of meetings with staff and PCP pre‑Planning meetings in line with the overall program.

Work with other Program Managers to allocate resources such as staff or vehicles across programs as needed.

Schedule Employment Services with ES on team and put them on the person’s schedule.

Complete Incident Report in iCM & PCIS2.

Gather documentation upon request for utilization review.

Check schedules for purpose, quality.

Verify activities on schedules through Geotab and/or other data.

Visit a group in the community to observe and provide on‑the‑job training.

Opportunities, Inc. is an Equal Opportunity Employer.

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