Program Administrator

Job Description

Job Title:
Program Administrator

Department:
Administration

Reports To:
Deputy Director

FLSA Status:
Non-Exempt

The Program Administrator performs a variety of administrative tasks to facilitate Direct Support Staff scheduling, temp staff invoice auditing, scheduling and tracking medical appointments for supported individuals, and curating weekly and monthly reports related to support services.

include the following. Other duties may be assigned.

• Manages the proactive weekly staff schedule for all support programs, including but not limited to Residential, Personal Supports, Behavioral Respite, and Meaningful Day Services.
• Proactively schedules substitute staff, regular staff for overtime, and temp staff to fill all vacancies each week. Works to use staff effectively, and to minimize overtime and use of temp staff when possible.
• Utilizes the payroll system to monitor overtime, DOL requirements, and agency standards. Works with HR to ensure that recruitment efforts are strategically targeted to reduce excessive over time.
• Reviews and approves all temp staff invoices. Audits the invoices against scheduling records to ensure the billed temp staff are the staff expected to work. Works with the QA auditor and other administers to ensure that all Temp staff scheduled/invoiced are approved for work with Creative Options. Reports any discrepancies to their supervisor and the Director of the appropriate program/unit.
• Collaborates with the HR department to ensure that substitute staff are utilized effectively, that newly hired employees are compliant with training requirements prior to starting work.
• Manages the scheduling of medical appointments for the supported individuals, including staffing and transportation.
• Tracks the medical appointments of all supported people to ensure that the necessary post appointment documentation was completed and is submitted to the correct Director.
• Verifies that the medications ordered and delivered match the required medication for each individual as listed in the agency’s internal record keeping system.
• Collects all weekly and monthly documentation from the sites and programs, tracks the successful submission of the documentation, and notifies the correct supervisor of any discrepancy.
• Ensures all staff are trained to support the individual needs of people prior to scheduling staff to work shifts.
• Maintains detailed and organized records of each work task, the progress towards completion (if applicable), and stores this information in a manner in which it is accessible to other admins or their supervisor as necessary.
• Maintains all required trainings and certifications required by the agency.
• Represents Creative Options in a professional manner at all times while at work and in the community.
• Maintains and supports Creative Options “Vision,” “Mission,” and “Motto” statements.
• Performs CPR and First Aid as needed.
• Ensures individual rights are protected and that regulations related to confidentiality, safety and health are maintained in accordance with agency and licensing standards.
• Maintains ethical and competent professional relationships and the highest quality of delivery of services.

- This position does not require supervisory responsibilities.

- This position is a full-time position, with the expectation of 40 hours per week of work. The work is expected to be completed in person at the main office during the hours of 8:30am-4:30pm Monday through Friday. This position is an hourly, non-exempt position

- To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- 4-year Degree and 5 years’ experience working directly in a related position or equivalent combination of education and experience.

- Ability to read, analyze, and interpret general…