The position is hybrid (in office with remote opportunities)
Job Title: Administrative Supervisor
Direct Reports: HR, Floaters, Recruitment, Case Management, Program coordination and Administrative Assistants
Last Revised: February 15, 2021
Must work the evenings & weekends
Salaried position
Direct Reports: HR, Floaters, Recruitment, Case Management, Program coordination and Administrative Assistants
Requirements:
- 3+ years' related experience in administrative and executive supervisory roles of for individuals with IDD.
- 3+years' Residential Group Home and Day Services experience.
- 3+years' Experience with State regulations and compliance.
- HCSIS compliance
- Day Program Inspections
Availability: You must have open availability - Our shift may starts as early as 7:30AM and can last throughout the evening. Must have open availability on the weekends. If you have a hard stop time or a second job, this position may not be for you. However, if you are hard-working, can motivate a team, lead and produce results, this position is for you.
Location: Hybrid (in office with remote opportunities)
Summary: The Administrative Floater role is to ensure continuity of care for the consumers. The Administrative Floater will be responsible for executing the growth action plan, enter administrative data into the system, training, recruiting/onboarding, scheduling and ensure that all individuals receive the necessary supports and services they require and desire while apart of the agency’s program. You must be familiar with Charting the LifeCourse, In-Home and Community Supports, Community Participation Supports, Companion and Job Supports, along with their codes. You must also have the ability to convert units and hours for budgeting. In addition, the Program Manager will be responsible for:
To understand and execute the vetting referral supports. We have a goal to bring 200 more participants to the agency.
Administrative:
- Investigates complaints and represents the Agency at Team meetings to resolves and/or address complaints regarding the services being provided.
- Participates in the Annual Review Meeting (with consumer support coordinator and providers) to ensure consumer’s commitment to continue services with the agency. Must prepare a report and present the individuals progress. Make recommendation on future steps to take.
- Discusses changes in the consumer’s behaviors and/or function ability with the Supports Coordinator to determine if the ISP needs to be changed.
- Prepares the Care Plan for DSP assignment (job description/SOP for each assigned consumer).
- Determines if an incident is a reportable incident. Submits incidents reports when necessary.
- Enters new consumers into the consumer management/billing system.
- Training
- Serves as a back-up for other administrative positions. Assists with recruiting process.
- Management of the Status Report
- IHCS Report
- Medical Report
- Conduct 1-on1s with team members
- Conduct Performance Evaluations
- Hiring/Terminating and Discipline
- ISP Meetings
- Team Meetings
- Incoming Clients
- Transition / Discharge Clients
- Certified Investigation
- Coordinate with other team members
- Lead weekly meetings
- Conduct Audits and per reviews
- Ensure retention of Staff and Clients
- Meet Goals & Deadlines – you would contribute to increasing individuals at the agency.
Overseeing Case Management to ensure that the following task are completed
- Completing reports and project management
- Make Community visits
- Scheduling appropriate employees to meet home care needs
- Determining Caregiver’s availability and schedules.
- Coordinating Caregiver’s schedules
- Works with consumer, family and caregiver to develop an Individual Service Plan, making use of supervision and consultation with other disciplines as necessary.
- Confirming Caregiver’s assignments.
- Receiving and coordinating home care service requests appropriately.
- Assisting the manager with general clerical tasks.
- Assisting HR, Recruitment and Case management
- Respecting the individual's rights and responsibilities.
- Proactively communicating with the client’s, caregivers and all those involved in the client’s care; following up on all telephone calls/inquiries.
- Handling complaints and incidents properly, and appropriately following up through resolution.
- Maintaining client confidentiality
- Check-ins with staff and family
- Ensure company policies
- Become proficient with all necessary software for answering clock in and clock out questions
- Retention with clients and staff
- Develop Activities Resources
- Follow-up with family members to first day and week updates
- Review of Progress Notes
- Follow-up to ensure that we obtain staff and family credentials
Overseeing HR/Recruitment to ensure that the following task are completed
- Creating activity calendars
- Recruit
- Scheduling
- Maintain and enforce compliance with DPW/ODP regulations.
- Training
- Attend company events
- Participating in Performance evaluation
- Compliance Updates
- Compensation, Benefits, and Unemployment
- Regularly observe and provide feedback/training to Direct Support Professionals, Program Specialists, and Supervisors to ensure that their interactions with each individual are consistent with the individual’s goals, use techniques and approaches that positively support the individual’s ISP, as well as ODP’s Everyday Lives
- Appropriately schedule and ensure proper usage of agency/program vehicles
- Participate in Human Resource issues including disciplines, write-ups, investigations, and coordination of staff drug testing
- Complete all required ODP training on time
- Billing and Payroll
- Mediate
- Incident Management
- Quality Assurance
- Per Review and Audits
- Inform TeamPHCA's supervisory staff of all relevant issues consistent with TeamPHCA and City/State Policies to assure the health and safety of those individuals and staff whom we serve
- Reconcile electronic timekeeping exceptions daily, approve time sheets, and work in conjunction with the scheduler to ensure that all shifts are appropriately provided and the health and safety of those in service are maintained.
- Assure the completion and processing of Incident Reports occur within TeamPHCA-established timelines, preferably same-day EIM entries
- Maintain Program/Financial charts at sites and updated site SOP book consistent with TeamPHCA's Policies and Procedures
- Coordinate with other departments
- Assist in individuals’ celebrations and client-related issues, such as but not limited to Birthday/ retirement events, voter registration, and funeral planning, if applicable
- Background Checks
- Quality Insurance
- Other duties Assigned
Training Implementation
- Onboarding
- ODP Record/Exclusion List
- Weekly Reports
- Sourcing
- Interviewing
- Recruiting Training
- Time Exceptions
- Training of weekly Information Sessions
- Ensuring that we have staff identified and requirements completed at least two weeks before start date
- Provide supports with staff on-boarding
- Provide supports for on-boarding to access ClearCare & Paychex for new employees, reviewing notes, entering ISP information into ClearCare mobile app
- Creating activity calendars
- Conducting background checks
- Post Requisitions / Job Postings
- Participate in Human Resource related issues including disciplines, write ups
- Take and make both inbound and outbound calls
- Ensure staff provides all clearances, completes all tests and training, complete 8850
Overseeing Home Visits (Key Responsibilities) to ensure that the following task are completed
- Client Assessment: Conduct thorough assessments during home visits to understand the client's physical, emotional, and social needs. Evaluate the client's home environment for safety and accessibility. Care Planning: Develop comprehensive care plans based on the assessment, outlining specific goals and interventions to address the client's needs. Collaborate with healthcare professionals and family members to create a holistic care approach.
- Client Support: Provide ongoing support to clients and their families, ensuring their concerns and preferences are addressed promptly. Act as the primary point of contact for clients, advocating for their needs within the organization. Coordination of Services: Coordinate various services such as medical appointments, therapy sessions, and social activities, ensuring seamless delivery of care. Collaborate with external healthcare providers and community resources to enhance the client's overall well-being.
- Documentation and Reporting: Maintain accurate and detailed records of client visits, assessments, and care plans. Generate regular reports for management, highlighting client progress and any necessary adjustments to the care plan. Quality Assurance: Ensure compliance with industry regulations, company policies, and ethical standards in client management. Participate in continuous quality improvement initiatives to enhance the effectiveness of client care services
Other Duties May be Assigned
www.teamphca.com
TeamPHCA is an Equal Opportunity Employer. TeamPHCA does not discriminate against any person on the basis of race, color, religion, sex, national origins, ancestry, disability, age or sexual orientation in admission, treatment, or participation in its programs, services and activities, or in employment.
Preferred Experience:
- Adult Group Home: 2 years (Required)
- HCSIS compliance: 3 years (Preferred)
- ODP Rates and units
- 6100 & 6400 pa regulations: 3 years (Preferred) Day Program, In-Home & Community support & Companion, %100 CPS
- Activities and Retention
- Interviewing and training
Job Types: Full-time, Part-time, Contract
Pay: $45,000.00 - $51,000.00 per year
Benefits Offered
Quarterly Bonuses Offered
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 10 hour shift
- 12 hour shift
- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Night shift
- On call
- Weekend availability
Job Type: Full-time
Pay: $46,000.00 - $51,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 10 hour shift
- 12 hour shift
- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Night shift
- On call
- Weekends as needed
Experience:
- Training: 2 years (Preferred)
- Recruiting: 2 years (Preferred)
- Case Management/Scheduling: 2 years (Preferred)
- Administrative Supervisor: 2 years (Preferred)
Language:
License/Certification:
- Certified Investigator (Preferred)
- Driver's License (Preferred)
Willingness to travel:
Work Location: Hybrid remote in Philadelphia, PA 19140