Program Manager – Staffing & Resident Coordination
Pay: $18.00 per hour
Schedule: Variable/Flexible Schedule
Status: Hourly / Non-Exempt
Availability: Must be able to participate in an established on-call rotation and provide emergency staffing coverage when necessary.
Position Summary
Unbreakable Commitments Home & Health is seeking a dependable, organized, and flexible Program Manager whose primary responsibility is to ensure that our homes remain appropriately staffed at all times.
The #1 priority of this position is STAFFING COVERAGE.
The Program Manager will manage and maintain the caregiver schedule, respond to employee call-ins and staffing shortages, locate available employees to cover open shifts, and serve as the final backup person when a shift cannot otherwise be filled.
Our goal is to maintain a strong caregiver and Nursing Assistant staffing pool so that the Program Manager does not routinely have to provide direct-care coverage. However, applicants must understand that when a call-in or staffing emergency occurs and no other qualified employee is available, **the Program Manager is expected to repond within 15 minutes and report to the home and work the uncovered shift with 1 hour. **
This expectation is an essential function of the position.
In addition to staffing responsibilities, the Program Manager will coordinate resident appointments, transportation, activities, and outings.
* Create, maintain, and update employee staffing schedules.
* Monitor the schedule for open shifts, shortages, vacations, requested time off, and anticipated staffing needs.
* Work proactively to fill open shifts before they become emergencies.
* Maintain an updated list of available caregivers, Nursing Assistants, PRN staff, and other approved backup employees.
* Contact available staff when call-ins or staffing shortages occur.
* Coordinate shift coverage and communicate schedule changes to affected employees.
* Participate in the established management on-call rotation.
* Remain reasonably reachable during assigned on-call periods.
* Respond promptly to employee call-ins and staffing emergencies.
* Attempt to obtain qualified replacement staff before personally covering an open shift.
* Personally report to and work an uncovered shift when all reasonable staffing options have been exhausted.
* Assist with direct resident care when working an emergency coverage shift.
* Communicate significant or recurring staffing issues to the Administrator/Owner.
* Track patterns involving excessive call-ins, tardiness, uncovered shifts, or employee availability and provide disciplinary action.
* Assist with building a dependable PRN/backup staffing pool to reduce emergency coverage needs.
Appointment Coordination
The Program Manager will coordinate resident medical and community appointments, including:
* Scheduling and confirming medical, dental, behavioral health, therapy, and other necessary appointments.
* Maintaining an organized appointment calendar for residents.
* Communicating appointment information to staff and other appropriate parties.
* Coordinating transportation for appointments.
* Personally transporting residents to appointments when necessary and assigned.
* Ensuring required paperwork and information accompany residents to appointments.
* Communicating important appointment follow-up information to the appropriate management team.
Activities & Community Outings
The Program Manager will:
* Assist with developing and maintaining a resident activity calendar.
* Coordinate community outings and recreational activities.
* Arrange appropriate transportation for activities and outings.
* Assist with transporting residents when necessary.
* Ensure activities are appropriate for residents’ needs, abilities, preferences, and safety requirements.
* Communicate upcoming activities to staff so residents are properly prepared.
Hours & Scheduling Expectations
Hours for this position will vary depending on operational and staffing needs.
There may be pay periods in which the Program Manager works fewer hours because staffing is stable and there are fewer appointments, transportation needs, or staffing emergencies. Other periods may require additional hours because of employee call-ins, vacations, staffing vacancies, resident appointments, or emergencies.
Management’s goal is to keep the Program Manager’s hours at or below approximately 80 hours per pay period whenever reasonably possible.
The company is also developing a Nursing Assistant/PRN backup staffing pool so that the Program Manager is not the only person available to cover open shifts.
The expected staffing process is generally:
Regularly scheduled employee → Available PRN/Nursing Assistant → Other approved available management staff → Program Manager as final backup.
If all other reasonable staffing options have been exhausted, the Program Manager must be willing and able to work the shift.
The Program Manager should therefore have flexibility outside of their regular administrative hours and understand that occasional evenings, nights, weekends, and/or holidays may be required.
All hours worked must be properly documented and will be paid according to applicable wage and overtime requirements.
Qualifications
The ideal candidate will have:
* Previous experience in caregiving, CBRF, AFH, assisted living, healthcare, residential services, staffing, or management.
* Strong dependability and attendance.
* Ability to remain calm and make decisions during staffing emergencies.
* Strong scheduling and organizational skills.
* Ability to communicate professionally with employees, residents, families, providers, and transportation services.
* Ability to work independently and solve problems.
* Reliable transportation.
* Valid driver’s license and acceptable driving record when transportation duties are required.
* Ability to meet applicable caregiver/background requirements.
* Ability to meet required CBRF/AFH training requirements for any direct-care duties performed.
* Working cell phone and ability to respond to staffing communications while assigned on-call.
What Success Looks Like
A successful Program Manager will:
* Keep staffing vacancies and uncovered shifts to a minimum.
* Address call-ins quickly.
* Build relationships with dependable backup employees.
* Identify staffing problems before they become emergencies.
* Keep resident appointments and transportation organized.
* Maintain an active and organized resident activity schedule.
* Reduce the number of shifts that require management to personally provide coverage.
* Step in without hesitation when an emergency staffing situation cannot otherwise be resolved.
Compensation
Starting Pay: $18.00 per hour
This is an hourly position. Hours may fluctuate depending on staffing needs, appointments, activities, transportation needs, and emergency coverage.
Unbreakable Commitments Home & Health values reliability, flexibility, communication, and individuals who are willing to support the team when unexpected situations arise.
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