Regional Program Manager

Description

Position Summary: The Regional Program Manager oversees the daily operations of Heart Havens’ residential programs, ensuring compliance with policies and procedures. This role directly supervises House Managers, fosters professional relationships with stakeholders, and collaborates with residential program staff and the administrative team to uphold Heart Havens’ mission and core values.

Essential Functions:

• Supervise House Managers across assigned group homes, ensuring effective staff scheduling, reviewing reports for accuracy and compliance, and conducting routine on-site evaluations to maintain operational standards.
• Adheres to the company’s hybrid work policy and visits program sites at least 20 hours per week.
• Provide higher-level oversight, coaching, and constructive feedback to program staff.
• Ensure compliance with regulations and policies through routine program visits, addressing deficiencies in real time.
• Coordinate and facilitates support team meetings, conduct assessments, and ensure adherence to individual support needs.
• Participate in the Individual Support Plan (ISP) process by attending meetings, drafting residential Part V’s, and submitting materials for review.
• Monitor implementation of the individual's Part V/Plan for supports.
• Develop and implement comprehensive response to resident change of status by updating Part V’s, protocols, or obtaining additional assessments.
• Draft and submit person-centered quarterly reports to the service facilitator.
• Collaborate with the administrative team to address training gaps, identify growth opportunities, and support staff development.
• Maintain staffing plans for residential programs with input from House Managers and seek approval from the Operations Director.
• Communicate hiring needs to the human resources department, ensuring vacancies are consistent with the staffing plans.
• Review Therap documentation; address resident concerns, identify insufficient documentation, communicate updates/corrections needed to appropriate staff, and seek guidance from leadership, as needed.
• Complete weekly ISP reports, identify patterns across homes, and follow up with relevant staff.
• Review General Event Reports (GERs), provide recommendations, and monitor follow-up actions.
• Implement and oversee follow-up actions from Root Cause Analyses, Human Rights Investigations, and Corrective Action Plans.
• Support risk management efforts, including incident coordination and required follow-ups.
• Conduct routine supervision meetings, complete performance evaluations, and implement remedial training as needed.
• Guide House Managers on performance management, notify the Operations Director of progressive discipline actions, and obtain necessary approvals.
• Coordinate resident intake and discharge processes, delegating responsibilities accordingly.
• Serve as a point of contact for Support Coordinators, family members, doctors, and day support/vocational staff.
• Act as a Serious Incident Reporter in the DBHDS CHRIS system and maintain compliance with incident reporting guidelines.
• Maintain records for serious incidents, including CHRIS report documentation.
• Participate in the Quality Improvement program, attending committee meetings, preparing reports, and implementing recommendations.
• Monitor electronic and paper records in OneDrive, Therap, and program sites per policies and procedures.
• Review monthly reports from House Managers, ensure completion of tasks, and verify resolution of concerns.
• Conduct quarterly home inspections, promptly address urgent issues, and ensure timely resolution of non-compliance items.
• Regularly review individual attendance records to support accurate financial billing.
• Approve timesheets, time-off requests, and expense reports per company policies.
• Participate in staff recruitment through interviews and hiring recommendations.
• Attend monthly program staff meetings.
• Adhere to budgetary guidelines and ensure compliance among team members.
• Rotate in the organization's on-call schedule to address urgent issues and incidents.
• Respond to individual and program site emergencies as needed.
• Identify and address scheduling gaps, collaborate with program leadership, and provide direct care support when necessary.
• Perform other job-related duties as assigned.

Requirements

Education and Experience:

• 4 year degree in Human Services or related field.
• 5 years of leadership experience.
• Meets Qualified Developmental Disability Professional (QDDP) standards.

Qualifications and Expectations:

• Valid Virginia driver’s license

Required Knowledge, Skills, and Abilities:

• Demonstrate Heart Havens’ mission and values through actions and leadership.
• Work independently with minimal supervision.
• Excellent supervisory skills, including the ability to provide recognition and set clear expectations.
• Excellent written communication skills for report preparation and cross-departmental collaboration.
• Strong verbal communication skills to maintain effective relationships with stakeholders.
• Foster a welcoming, motivating, and team-oriented work environment.
• Effectively manage competing priorities and execute tasks accordingly.
• Meet deadlines reliably and deliver high-quality work.
• Coordinate and facilitate meetings efficiently.
• Proficient computer skills in Microsoft Word and Excel.
• Must maintain required certifications: Therapeutic Options, Medication Administration, and First Aid/CPR/AED.
• Ability to provide direct support, which:
• May require behavior management interventions
• May require supporting individuals with Activities of Daily Living (ADLs)
• May require driving up to 8 hours
• May require frequent bending, stooping, squatting, reaching and walking
• May require standing up for up to 8 hours
• May require lifting at times, up to 25 pounds