Program Manager
Summary
A senior-living community Program Manager (LifeSpire of Virginia) who plans, schedules, and oversees recreational and life-enrichment activities for residents across independent living, assisted living, memory care, and healthcare/SNF; supervises program coordinators and assistants, manages the activities budget, and ensures compliance with federal and state regulations.
SECTION 1: Request Type
| New Role or Replacement Role? | New Role |
| If replacement, include reason for departure |
SECTION 2: Position Details
| Proposed Title | Program Manager |
| Department | Health Care |
| Exempt / Non-Exempt | Exempt |
| Full-time / Part-time | Full time |
| Proposed Start Date | 09.27.26 |
| Reports-To Manager | Barbara Jackson-Ingram |
SECTION 3: Budget & Financial Summary
| Metric | Budget YTD | Actual YTD | Variance |
| FTE Count (Community) | 1 | 1 | |
| Salaries & Wages ($) | 58,511 | 64,000 | 5,489 |
Position in Annual Budget (Yes/No)? Old position rate (Program Coordinator) is in annual budget. New rate (Program Manager) is in 2027 budget.
SECTION 4: SAP (Salary Administration Program)
Confirm that the Title and SAP Grade are part of the approved SAP Structure.
| Title | Program Manager |
| SAP Grade | 8 |
| Verified against current SAP structure (Yes/No)? | Yes |
SECTION 5: Justification for Role
Please provide a brief explanation of the operational need for this role, the impact if not approved, and the expected benefits to the community or organization.
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Current HC Program Coordinator supervises 3 part time team members, has potential to significantly improve programming in Assisted Living and oversee two team members; offer small group programming to IL residents living with dementia and consult with MC as needed. It is an opportunity for growth for this team member as well as a chance to elevate programming for the community's Higher Levels of Care.
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SECTION 6: Job Description
Attach the current or proposed job description.
Attached? Yes. (click Save and then you will have the option to upload attachments)
Position Title: Program Manager
Department: Health Care
Reports to: HS Administrator
FLSA: Exempt
POSITION SUMMARY
The Program Manager is responsible for program planning, scheduling, announcement of schedules, physical event preparation, and solicitation of resident feedback of recreational activities for the (IL and/or higher levels of care including assisted living, memory care (Cornerstone) and healthcare/SNF). The Program Manager is responsible for ensuring the community has an environment in which activity and creativity can flourish while meeting the needs of the residents. The incumbent ensures programming in (IL, AL, memory care or HC) is designed to maintain residents at their maximum potential level of functioning while complying with federal and state regulations. The Programming Manager assists in facilitation and support of activities programming across (all levels of care) and directly supervises the (Program Coordinators and/or activity assistants).
ESSENTIAL JOB FUNCTIONS
1. Supports the Mission, Values and Vision of LifeSpire of Virginia
2. Designs, implements, and oversees a comprehensive life enrichment program for residents
3. Develops monthly and weekly activity calendars that reflect resident interests and abilities
4. Plans and coordinates special events, holiday celebrations, themed programs, guest speakers, entertainers, and community outings
5. Evaluates program effectiveness through resident feedback, participation tracking, and quality improvement initiatives
6. Supervises, trains, and supports Program Coordinators, Program Assistants, and volunteers
7. Schedules team member coverage to ensure appropriate support for all programs and events
8. Conducts performance evaluations and provides coaching and professional development
9. Fosters a positive, team-oriented work environment
10. Assesses resident interests, needs, and abilities to ensure inclusive programming
11. Promotes participation and builds meaningful relationships with residents and families
12. Supports residents with varying levels of independence, including assisted living, memory care, and healthcare (if applicable)
13. Ensures programs and activities comply with state and federal regulations governing senior living communities
14. Maintains confidentiality of resident information in accordance with privacy laws
15. Ensures activity areas are safe, clean, and accessible
16. Adheres to infection control, emergency preparedness, and safety protocols
17. Develops partnerships with local organizations, vendors, and entertainers
18. Communicates upcoming events to residents, families, and staff
19. Supports marketing efforts by showcasing community programs and events
20. Develops and/or oversees the development of programming calendars, newsletters, use of interactive programs (i.e. SMILE) and executes activities, events and trips for that meets the individual and community needs of the residents
21. Completes initial assessments, MDS, care plans, and progress notes in a timely and accurate manner for both HCC and AL to maintain compliance with current regulations
22. Maintains record of and compliance to monthly Resident Services/Programming budget and process all related invoices and accounts payable
23. Attends interdisciplinary care plan meetings and care plan meetings as applicable
24. Conducts and documents one-on-one activities for Health Care and others as needed
25. Develops and maintains monthly staff scheduling for program staff in to best meet the needs of the residents. Schedules direct reports/program staff for mandatory in-services and trainings. Ensures compliance in Relias Learning.
26. Evaluates and/or assists in evaluating all program team members annually
27. Manages/oversees the budget and purchase of programming supplies and equipment; maintains inventory and storage
28. Performs other duties as assigned in a prompt and cooperative fashion
WORKING HOURS:
Some evening, weekend, and holiday hours are required. Incumbent will be considered a key employee and will need to be available to work during inclement weather events; occasionally overnight.
GENERAL QUALIFICATIONS
· The Programming Manager should have at least 1 year of experience in a social or recreational program within the last 5 years. All programming staff should hold certification as dementia certified activity professionals or certified recreational therapists.
· Certified Therapeutic Recreation Specialist (CTRS) or Activity Direct Certified (ADC) required.
· Bachelor’s Degree in Therapeutic Recreation or related field, or equivalent experience.
· The activities program must be directed by a qualified professional who is a qualified Therapeutic Recreation Specialist or an Activities Professional who is licensed or registered, if applicable, by the state in which practicing AND
¦ Also meets one of the following:
• Eligible for certification as a Therapeutic Recreation Specialist or an Activities Professional by a recognized accrediting body
• Has 2 years of experience in a social or recreational
program within the last 5 years, 1 of which was full-time in a therapeutic activities program
• Is a qualified Occupational Therapist or Occupational Therapy Assistant
• Has completed a training course approved by the state
• All programming staff should hold certification as dementia certified activity professionals or certified recreational therapists.
· Ability to safely operate a multi-passenger van
· Ability to effectively communicate with residents, team members, and volunteers
· CPR Certified
Physical Demands:
1. Lifting: Up to 25 pounds.
2. Carrying: Up to 25pounds.
3. Pushing/Pulling: Up to 50 pounds.
4. Use of Equipment:
Continuously Frequently Occasionally Not At All Explanation
1. Sitting v
2. Standing v
3. Walking v
4. Bending v
5. Stooping v
6. Crawling v
7. Climbing v
8. Reaching Above Head v
9. Grasping:
a. One Hand v
b. Both Hands v
10. Fine Manipulating:
a. One Hand v
b. Two Hands v
B. Environmental Requirements
Continuously Frequently Occasionally Not At All Explanation
1. Exposed to marked Changes in
Temperature v
2. Outside Work v
3. Exposure to Dust, Fumes, Odors,
Water, etc. v
4. Exposure to Biological Mechanical,
Electrical and/or Chemical Hazards v
5. Normal (Inside) Environment v
C. Sensory Requirements
Necessary Not Necessary Explanation
1. Eyesight
a. Normal/Corrected v
b. Close Eye Work v
c. Other
2. Hearing
a. Normal Tones v
b. Soft Tones v
c. Other
3. Distinguish Smells v
4. Distinguish
Temperatures By:
a. Touch v
b. Proximity v
Job Description Receipt
Job Title: Program Manager
Acceptance:
I have read, understand, and accept the duties, standards, and expectations required of my position as defined in the job description.
I understand the job description is not intended to be all-inclusive. I further understand that as an employee of LifeSpire I will also perform other reasonably-related job responsibilities as assigned by management or as required. The community reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties, or working schedules based on their duty to accommodate individuals with disabilities.
I hereby affirm my good faith compliance with all policies and procedures of LifeSpire. I will perform all duties to the best of my ability. I further understand that my employment is at will and thereby understand that my employment may be terminated at any time by LifeSpire or myself.
Team Member Signature:
Print Name Date
Rev. 2/26
NOTE: This job description is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned by management as required. LifeSpire reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties, or working schedules based on their duty to accommodate individuals with disabilities. This job description does not constitute a written or implied contract of employment.