Header Graphic Volunteers of America
Assistant Program Director
Volunteers of America Greater Ohio   |    Cincinnati, OH    |    8/22/2014
JOB DESCRIPTION

JOB TITLE:  ASSISTANT PROGRAM DIRECTOR

SUMMARY

In the 24 hour community corrections program, the Assistant Program Director is responsible for the direct supervision of the residents; oversight of Resident Supervisor staff; sanitation and day-to-day safety and security of the facility including residents, staff and the surrounding community; and immediately reporting observations or concerns to the Program Director.  This position maintains operational control within the mission of Volunteers of America of Greater Ohio (VOAGO) and meets contract, funding and/or accreditation requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 

  

A.  Operational Management

 

      1.  Under the direction of the Program Director, ensures program is meeting stated

 

           operational outcomes and/or goals by Agency’s approved Strategic Planning objectives. 

 

           Prepares monthly and/or quarterly reports and statistical analysis of stated operational

 

           outcomes.

 

      2.  Responsible for all operational improvement areas and confirms all documentation (i.e.

 

           Resident whereabouts, shift reports, action reports, resident observations, sign-in / sign 

 

           out destinations records, intake packets, pass call, employment checks, etc.), post duties,

 

           and scheduled activities have been completed thoroughly and accurately for each shift. 

 

      3.  Coordinates with Shift Supervisor to ensure adequate facility

 

           staffing and that Resident Supervisors are performing duties according to   

 

           agency’s policy and procedures.     

 

      4.  Reviews all shift duties to ensure accuracy and fidelity of assigned task. 

 

      5.  Conducts weekly security camera video surveillance reviews, ensuring resident

 

           supervisors maintain an active presence in all areas of the facility (i.e., dorms, common

 

           areas and perimeter of building.)

 

      6.  Ensures maintenance requests are completed timely and accurately.

 

      7.  Monitors maintenance trends and use of external contractors for preventative and routine

 

           maintenance care.

 

      8.  Documents unusual activities, vandalism, maintenance, safety issues, injuries, and

 

           medical concerns as needed; notifying appropriate personnel as necessary.

        9.  Assist with facility audit preparation, including but not limited to: 

 

            a. Conducts frequent facility rounds, check for unsafe conditions and facility cleanliness;               

 

                documents and corrects conditions by submitting timely Maintenance requests.  

 

            b. Coordinates training and accurate performance of emergency procedures and safety

 

                measures to include fire and tornado drills. Responsible for proper and timely    

 

                execution of all emergency drills, evacuations and safety inspections. 

 

            c. Monitors, orders and maintains supplies and forms for each staff post.      

 

            d. Accurately order resident meals and submit order to kitchen in accordance with  

 

                policy, overseeing meal count and distributions.

 

            e. Collects critical regulatory data on a consistent basis according to agency policy;

 

                submits to the Compliance and Training Manager.

 

    10.  Monitors and ensures that procedures for chemicals and other toxic/caustic material are

 

           followed. Monitors and updates MSDS as needed, accurately order based on need, and

 

           ensures chemical logs are complete. 

 

    11.  Accurately orders resident indigent and hygiene items (I.e. shampoo, laundry bags, etc)  

 

           and facility linens, mattress, lockers, locks, etc, based upon need.  Ensures that agency

 

           property is collected upon resident discharge.      

 

    12.  Ensures compliance with regulatory requirements through timely and accurate completion

 

           of all required documentations.        

 

    13.  Keeps current of contract and funding requirements and changes as well as best practice

 

           and innovative service models.      

 

    14.  Assists with writing proposals, contract renewals, or other grants; and assists in program

 

           audits and monitoring visits.

 

    15.  Represents the program and/or agency at meetings within and outside the organization as

 

           directed.

 

    16.  Conducts monthly meal audits as scheduled with other program staff and completes

 

           necessary paperwork. 

 

    17.  Performs resident supervisor duties as needed. 

B.  Supervision of Assigned Staff

 

      1.  Provides daily supervision of assigned staff; regularly maintains action logs on supervised

 

           staff, and resolves issues and/or problems in conjunction with, or as directed by the

 

           Program Director.

 

      2.  Completes Initial Training Checklist with all new supervisees and forwards completed            

 

           forms to the Program Director.  Ensures training is in accordance with VOAGO policies

 

           and procedures.

 

      3. Ensures assigned staff meet minimum training requirements; monitors training

 

          attendance.

      4.  Together with the Program Director, effectively addresses disciplinary issues with

 

           assigned employees; accurately and thoroughly documents and processes disciplinary

 

           actions in a timely manner and in accordance with policies and procedures. 

 

      5.  Reports, documents and investigates allegations of resident supervisor misconduct in  

 

           coordination with Program Director and others as appropriate.

 

D.  Oversight of Resident / Client Care       

 

       1.  Oversees all resident and client care to include:  intakes and releases; drug and alcohol

 

            surveillances, resident property, inventory and storage, mail pat downs/wanding,

 

            transportation, etc. according to policy and procedure.

 

       2.  Complies with Agency medication policy and oversees accurate maintenance of related

 

            records (i.e., inventory and logging).  Immediately reports any discrepancies to the Case

 

            Manager, Clinical Supervisor, and/or Program Director.

 

       3.  Monitors transportation of residents as directed; follows VOAGO standards, rules

 

            regulations and all federal, state, and local laws for safe transport.  Ensures residents are

 

            accompanied as required by the Resident External Movement procedure.

 

       4.  Oversees the GPS monitoring system, assisting with enrolling residents in the system and

 

            monitoring their movement. Ensures timely reporting of violations and occurrences to

 

            Case Manager.

EVIDENCE BASED COGNITIVE SKILL REQUIREMENTS

 Communication and Interpersonal Skills

 

1.   Facilitates and maintains productive communication while maintaining a professional,

 

      pro-social relationship with residents and employees.

 

2.   Maintains appropriate boundaries with residents as outlined in Agency Code of Ethics

 

      and other policies.

 

3.   Expresses empathy as appropriate.

 

4.   Recognizes antisocial thinking and behaviors. Addresses them immediately, positively,

 

      and in a non-threatening manner.

 

5.   Acknowledges resident’s pro-social behaviors and applies incentives if warranted.

 

6.   De-escalates potentially volatile situations between residents when necessary utilizing

 

      cognitive-based intervention strategies.

 

7.   Effectively communicates pertinent information at shift change to co-workers and/or

 

      program management staff (i.e., hospitalizations, suicide watches, incident reports,   

 

      AWOL escaped residents, unknown whereabouts).

 

8.   Maintain telephone coverage during hours on duty.  Answers calls courteously and

 

      professionally, directs call appropriately, and takes accurate messages as necessary.

 

9.   Interacts professionally with employees, visitors, guests, law enforcement, courts, and

 

      safety personnel.

10.  Must demonstrate the ability to professionally represent Volunteers of America Greater

 

      Ohio and effectively interact with multi-cultural and diverse populations.

 

B.   Modeling Skills

 

      1.   Speaks positively about the program, Agency, and employees.

 

      2.   Speaks positively about programming, law enforcement, courts, and the legal system.

 

      3.   Displays pro-social thinking and pro-social behavior.

 

      4.   Demonstrates respect toward employees and residents.

 

      5.   Assists residents in efforts to problem solve.

 

  

C.  Knowledge Specific to Program/Resident Population 

 

      1.   Assists residents in role playing difficult situations to achieve a more positive result.

 

      2.   Demonstrates an understanding of the principles of cognitive-behavior therapy.

 

      3.   Demonstrates an understanding of the principles of social learning.

 

      4.   Ensures resident’s rights are upheld. Maintains resident and staff confidentiality

 

            according to Agency policies and procedures; state law; and federal regulations to include       

 

            Confidentiality on Alcohol and Drug Abuse Patients Records, 42 C.F.R. Part 2 and the

 

            Health Insurance Portability and Accountability Act of 1996 (“HIPPA"), 45 C.F.R. Parts

 

            160 and 164.

  

 

D. Quality Assurance

 

      1.  Ensures completion of the Operations QA monthly report; due by the 5th day of each

 

           month for the previous month.

 

      2.  Ensures Plans of Action report is submitted month along with the QA monthly report for

 

           areas below required threshold.

 

      3.  Participates in Quality Assurance Performance Improvement Plans.

ADDITIONAL DUTIES AND RESPONSIBILITES:

 

      •    Adheres to program and agency expectations as outlines in Volunteers of America’s 

 

            policies and procedures.

 

      •    Performs duties of the job in accordance with organizational safety policies.

 

      •    Participates in committee meetings, staff meetings, staff trainings, and other activities

 

           contributing to the effective, efficient operations of the agency.

 

      •    Operates agency vehicle providing transportation services to residents when needed.

 

      •    Works cooperatively with all members of staff

 

      •    Maintains a clean, neat, and safe work area.

 

      •    Performs other duties as assigned.

 

 

EFFECT ON END RESULTS:  This position ensures the day-to-day safety and security of the

facility, including residents, staff and the surrounding community. Ensures compliance with regulatory requirements through timely and accurate completion of documentation. Maintains a

positive public image for the organization as evidenced by interactions with external supervising authorities and other service providers.   

 

SUPERVISORY RESPONSIBILITIES:  Custodian, Maintenance Technician, VOAGO Resident Supervisors,  Residential Supervisors, Shift Supervisor, Transportation Support.


JOB REQUIREMENTS

QUALIFICATIONS:

 

Experience, Competencies and Education. 

This position requires a Bachelor’s degree in criminal justice or related field and a minimum of

two (2) years experience in corrections.  Will consider candidates with five (5) to seven (7) years of transferable supervisory experience.  The position requires demonstrated ability in staff training, supervision, leadership skills, and oral and written communication.  Core character qualities needed are dependability, integrity and fairness.

 

Language Skills. 

Must have excellent written and verbal communication skills and abilities. Must demonstrate the ability to professionally represent Volunteers of America of Greater Ohio, effectively interact with multi-cultural and diverse populations.

 

Other Certificates and Licensures: 

A valid Ohio Driver’s License and proof of individual automobile insurance is required in addition to a driving record that is in compliance with Volunteers of America only if the employee is assigned to transport program, participants, or any other type of activity that mandates driving. CPR and first aid certification is required.

 Other Skills and Abilities:   

Must be able to operate Microsoft applications, organize and prioritize work, time management, meet deadlines and operate basic office equipment.  Position requires work schedule flexibility to include evening hours and weekend hours.

AMERICANS WITH DISABILITIES SPECIFICATIONS:

 

* Physical Demands.

While performing the duties of this job, the incumbent is regularly required to talk and hear.  The employee frequently is required to sit; occasionally required to stand, walk, use hands requiring manual (finger) dexterity, reach with arms and hands, climb or balance, stoop kneel, crouch or crawl.  The employee may from time to time be required to lift and/or move up to 10 pounds. Specific vision abilities required include close vision, distance vision, depth perception, and the ability to adjust focus.  

* Work Environment

Correctional facility.  May interact with residents in a variety of supportive or residential housing including a transitional dormitory for the homeless, alcohol and drug addicted and chronically mentally ill. 
Environment is periodically hectic and as a result may become noisy.  Employee may be required to intervene in potentially volatile situations.  Work involves possible transporting residents in agency van.  Position may require work schedule flexibility to include occasional evening and weekend hours.   

EOE

JOB SNAPSHOT

Employment Type: Full-Time
Base Pay: N/A
Other Pay: N/A
Industry: Not for Profit - Charitable
Education: Not Specified
Experience: Not Specified
Manages Others: Yes
Relocation: Not Specified
Required Travel: Not Specified
Job ID: 002-APD
COMPANY OVERVIEW

Volunteers of America

Through our hundreds of human service programs, including housing and healthcare, Volunteers of America helps more than 2 and a half million people in over 400 communities in 46 states as well as the District of Columbia and Puerto Rico. Since 1896, we have supported and empowered America's most vulnerable groups, including veterans, at-risk youth, the frail elderly, men and women returning from prison, homeless individuals and families, people with disabilities, and those recovering from addictions. Our work touches the mind, body, heart — and ultimately the spirit — of those we serve, integrating our deep compassion with highly effective programs and services.

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