Program Manager

General Statement of Function:

The Program Manager of a Licensed Day Program is responsible for ensuring a safe and supportive environment for participants and staff. This role is overseeing on-site and community engagement, supervision of participants and employees, program development, risk management, financial oversight, and ensuring regulatory compliance with all Title 17, Title 22, Regional Center, DOR, and HCBS regulations. The Program Manager supervises daily program operations for Adult Development Centers (ADCs) or Summit Services (SS) programs.

Essential Functions:

Program Development and Compliance

• Develop, implement, track, and report accurate program outcomes for program growth and improvement.

• Collaborate with the Assistant Director of Licensed Programs to align the program with broader organizational strategies.

• Conduct community audits to ensure participant programming aligns with identified person-centered plan goals, and level of staff supervision is appropriate.

• Review referral packets within two (2) business days of receipt (submit to BCBA for initial referral review Summits only), coordinate tours and intake appointments with families/caregivers within two (2) business days. Consult with Leadership regarding placement concerns and provide a determination or follow-up to the CSC within one (1) week.

• Evaluate and approve curriculum changes and enhancements.

• Stay current on industry trends and incorporate innovative practices.

• Oversee all job contracts to ensure assigned staff are coaching workers correctly, when applicable.

• Ensure and maintain full compliance with Oparc policies/procedures, HIPAA, Title 17, Title 22, HCBS, and all regulatory bodies including DOR, DDS, DOL, and OSHA, and oversee the implementation of corrective actions.

• Conduct pre-licensing program audits, including reviews of participant records, site licensing files, and required compliance documentation, to ensure all regulatory and organizational deliverables are complete, current, and audit-ready.

• Pass regulatory agencies announced/unannounced annual inspections/audits with no Type A citations.

• Use judgment to make recommendations regarding program policies and procedures, as needed.

Operational Oversight and Risk Management

• Monitor risk management strategies, including incident reporting and resolution, grievance reconciliation, and IDT (Interdisciplinary Team) participation for complex cases.

• Develop and implement risk management strategies to mitigate potential issues.

• Analyze participant injury trends and outline modification steps or environmental/equipment changes.

• Oversee and monitor the Participant Documents Tracker and participant case files to ensure all assessments, authorizations, medical records, and regulatory documentation are accurate, current, and compliant.

• Conduct routine audits, monitor document expiration dates, and direct Case Manager to complete required updates and corrective actions to maintain organizational and regulatory compliance.

• Oversee community access, petty cash funds, and participant personal accounts (ADC programs only) to ensure accurate financial management, regulatory compliance, and adherence to organizational policies. Investigate discrepancies and implement corrective actions as needed to safeguard participants and program resources.

Case Management Coordination and Compliance

• Maintain and regularly update the Participant Report Tracker to ensure all participant reports are current, complete, and accurately reflected in each participant's case file.

• Review, provide feedback, and approve plans submitted to ensure they are person-centered and aligned with funding source expectations.

• Support staff to tailor services to meet participant needs, including job exploration activities, work experiences, skills training, and community engagement.

• Collaborate with the Lead Case Manager to ensure consistent communication, unified feedback, and high-quality person-centered planning and implementation, promoting alignment and cohesion across all Oparc staff.

Staff Management and Development

• Responsible for supervising two or more employees and delegating tasks to subordinate staff.

• Direct and manage the activities of recruitment, hiring, promotions, and terminations.

• Develop and conduct annual performance evaluation reviews for each subordinate staff and provide feedback.

• Promote a culture of professional development, ensuring staff are well-trained in areas such as positive behavior support, person-centered practices, safety awareness, community integration, assistive technologies, and communication strategies to support participants with diverse needs.

• Maintain records of staff coaching sessions, verbal counsel recap emails, written warnings, and improvement plans.

• Manage employee conflicts fairly and in a timely manner.

• Oversee that Oparc policies and procedures are followed by all; when not followed, recommend appropriate disciplinary action as warranted, and conduct employee discipline.

• Identify employees that are appropriate for advancement in the agency and assist in their professional development.

Financial Oversight and Compliance

• Oversee and manage program budget, allocation of resources, ensure fiscal sustainability and alignment with organizational priorities.

• Review financial budget reports and provide explanation for changes in variance.

• Oversee compliance with financial regulations and standards.

Outcome Measurement and Quality Assurance

• Analyze and measure program outcomes and key performance indicators (KPIs) including participant satisfaction, goal achievement metrics, and overall program impact to make strategic decisions to improve performance.

• Oversee the implementation of comprehensive person-centered plans that enhance participants' skills, independence, and community integration.

• Implement recommendations based on completed quality assurance outcomes (i.e., timecard entry punches, site visits, participant program records, staff training logs, emergency drill logs) to ensure compliance.

Stakeholder and Community Engagement

• Participate in outreach efforts at conferences, chamber meetings, resource fairs, and/or provider forums to promote awareness and support, and to create opportunities for participants to engage in community activities.

• Oversee the development of Individual Service Plans (ISPs) and Person-Centered Plans (PCPs) in collaboration with participants, their families, and support teams.

• Advocate for inclusive practices and participant rights and ensure their voices are heard in program planning and decision-making processes.

Qualifications

• Bachelor’s degree in social work, Human Services, Business Administration, or related field, or

• Minimum of 2 years managerial experience in Day Programs for individuals with disabilities.

• Knowledge of Title 17, Title 22, DDS, Regional Center and FLSA regulations.

• Proven ability to manage complex programs, staff teams, and budgets.

• Strong organizational, communication, and leadership skills.

• Ability to handle emergencies and make quick decisions.

• Aptitude in performance evaluation and management principles.

• Knowledge of regulatory compliance and safety standards.

• Excellent problem-solving and conflict resolution skills.

• Must have a clear driving record with 3 years of driving experience.

• Valid California driver’s license and clean driving record while transporting participants.

• Safe reliable transportation/vehicle.

• Proof of current vehicle insurance.

• Pass annual safety vehicle inspection. (Summit Services)

• Ability to pass a Department of Justice (DOJ) background check and fingerprint clearance, complete TB test, pre-employment physical, and provide proof of required immunizations (as applicable).

• Ability to travel and attend off-site meetings.

• Must be able to work in outdoor environments, which can include, but is not limited to allergens, excessive heat, excessive cold, excessive humidity, dampness or chilling, excessive noise and/or slippery and uneven walking surfaces and indoor warehouse-type settings that may lack heating, air conditioning, and have concrete flooring.

• CPR, First Aid, and Crisis Intervention (e.g., CPI) certifications or ability to obtain upon hire.

Preferred Qualifications:

• Bilingual (Spanish, ASL, etc.).

Work Environment Requirements:

• Able to work in both indoor and community-based environments.

• Able to support individuals during community outings, job coaching, and/or volunteer activities.

• Able to lift up to 25 pounds by self and up to 150 pounds with one other person.

• Assist with physical transfers, if necessary.

• Able to push a wheelchair with a seated participant up to one (1) mile.

• Standing, walking, sitting, pushing, bending and pulling required.

• Squatting and repetitive motion may be necessary.

• Use chemicals in accordance with manufacturer's labeled instructions.

• Adhere to the proper care and responsible use of Oparc issued property, tools, and equipment.

Location: Determined based on assigned worksite

Reports To: Director of Licensed Programs

Schedule: Monday through Friday. This is an exempt position, and flexible and/or additional hours/days will be required.