JOB TITLE: ASSISTANT PROGRAM DIRECTOR
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
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
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
16. Conducts monthly meal audits as scheduled with other program staff and completes
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
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
3. Ensures assigned staff meet minimum training requirements; monitors training
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
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
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.
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.
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.