Job Description

LTC Assistant Program Manager Overview of Position The Assistant Program Manager acts as an administrative aide to the Program Manager in overseeing the overall operation of assigned programs. In accomplishing this, the Assistant Program Manager has the following responsibilities: 1. As requested, be responsible for recruitment, orientation, ongoing training and supervision of all assigned professional personnel. 2. As requested, review timecards and reimbursement forms each pay period before submitting them to the Business Manager and Financial Assistant, respectively. Submit your timecard and reimbursement to the Program Manager per policy. 3. As requested, review requests for Paid Time Off/vacations/leave of absence and schedule on-call coverage during this time. 4. As requested, ensure that each assigned employee is provided orientation to all items on the orientation document form. 5. As requested, assist the Program Manager in designing the training subjects to be covered over the upcoming year. Revise and forward to the Program Director the revised training calendar policy. 6. Maintain and organize the library of materials applicable to the provision of Case Management Services, e.g., DHS instructional/informational bulletins, training handouts, and other pertinent information. 7. Distribute educational materials and summarize to personnel supervised as received or needed. 8. As requested, ensure that staff training records are submitted to the Human Resources Department by their due date per the CM Training Policy. 9. Make recommendations to the Program Manager with respect to specific training needs and conferences to be attended by Personnel Supervised. 10. As assigned, attend TA management/supervisor training sessions offered each year that are pertinent to the Assistant Program Manager role. As requested and appropriate, attend county informational, training, and/or departmental meetings to stay abreast of current county procedures, protocols and changes within the service industry as it affects service delivery and protocols/procedures at the county level. 11. As assigned, ensure that Relocation Service Coordination is implemented within 20 days of receipt of the referral. 12. As assigned, coordinate referral of new individuals, including taking referral call and responding timely. Ensure that case assignments are made timely and in compliance with lead agency regulations. 13. As assigned, upon an internal change of case manager, ensure that the transfer letter is sent to all consumers and their team members within 2 weeks of being knowledgeable of the change. 14. As requested, ensure case managers have initial phone contact with the consumer and their caretaker immediately upon being assigned to the consumer. Within two weeks of initial phone contact, ensure the case manager has a face-to-face visit with the consumer and develops the CSP/CSSP. 15. Ensure that all services provided to Thomas Allen individuals are of high quality and are consistent with the philosophy of Thomas Allen. 16. As requested, assist the Program Manager, Program Director and Assistant Program Director with conducting monthly internal quality assurance audits, per Thomas Allen regulations. A minimum of one file per case manager should be audited. Ensure the Thomas Allen internal audit tool is maintained with up to date regulations and expectations. Following internal file audits ensure the assigned case manager follows up on recommendations. If a recommendation can be generalized to all workers, ensure each worker is provided and understands the recommendations. 17. Be available to provide support and guidance to all personnel within the case management division. Make recommendations to the Program Manager with respect to case assignments and general workloads of assigned personnel. 18. Make recommendations to the Program Manager with respect to case assignments and general workloads of assigned personnel. 19. Attend monthly unit meetings within the Case Management Department to review case load status, training needs, case management procedures, items noted on the department\'s training calendar and any other information that would benefit the entire department. As requested, take meeting notes and/or facilitate the meeting in coordination with the Program Manager. 20. Assist the Program Manager and Program Director in the facilitation of the Consumer Satisfaction Survey process. Ensure case managers comply with the survey process and follow up, as needed, with survey results. 21. As requested and in the Program Manager\'s absence, remain on-call to handle emergency situations for all personnel within the Case Management Division who may be temporarily unavailable. Maintain awareness of Case Managers\' schedules. 22. As requested, maintain frequent communication with assigned lead agencies regarding Thomas Allen\'s availability. As requested, meet with county officials and Thomas Allen case management team members to review major case issues, case assignments, and perform general problem solving. 23. As requested, assist the Program Manager and/or Program Director with the completion and submission of statistical and outcome reports, as requested by the lead agency. 24. Be available to county representative to address questions, concerns and respond to requests in a timely manner. 25. As requested, review assigned personnel\'s billing forms for accuracy and submit corrections to the finance department by the 6th calendar day of the month. Review billing comments and actual to budget reports at least monthly and ensure case manager or assistant program manager follows up timely. 26. As requested, distribute the Budget Reports received from finance to the applicable Case Manager within three working days of receipt of the report. 27. As requested, review assigned profit center portions of the billing report and follow up with the applicable case manager for any situation that is unusual, is a repeated occurrence or would otherwise be at risk of non-payment. Maintain frequent communication with the Program Manager regarding situations of this nature. 28. Review and provide input to the design of all case management forms and policies. As new policies are received, file them into the policy book. Ensure assigned personnel are notified of relevant policy changes. 29. As requested, initiate policy or revision to policy as information becomes available regarding county expectations, i.e., communication, documents, authorizations, procedures or any other specific ongoing procedure or request made by a given county. 30. Advocate for the division\'s equipment and space needs through informing the Program Manager. 31. Support general satellite office operation and oversee building maintenance needs. 32. As requested, perform public relations functions and represent the case management division to the community at large. Play an active role in the development and marketing of additional services, including providing assistance to the Program Manager in responding to Requests for Proposals/Assistance. 33. Meet with the Program Manager at least monthly. 34. Perform day-to-day Program Manager duties during their period of paid time off/leave of absence. This includes remaining available for consultation and to respond to staff and/or individual emergency situations. 35. Perform other duties as assigned. 36. Order all office supplies and coordinate with maintenance for all needed repairs. General Work Habits Consistently works scheduled hours; Needed schedule changes are handled pro-actively Displays flexibility/availability Attends to detail including any needed follow-up Works independently and displays initiative Displays positive co-worker interaction/team work Effectively utilizes time management skills and meets deadlines Effectively and professionally communicates orally and in written form Completes training required for position within requested timelines Minimum Qualifications Must have at least two years full time professional experience as a Social Worker or related position(s). Must be licensed by the MN Board of Social Work or meet the minimum qualifications of a social worker under the Minnesota Merit System. Prefer experience with Relocation Service Coordination, CADI, BI and EW Waivers and AC program. The Assistant Program Manager must be able to drive own vehicle to perform job duties. They must have a valid driver\'s license, and must pass the annual driver\'s record check required by TAI\'s insurance company. An employee will be excluded from driving a vehicle while performing duties for TAI if they fail to maintain a valid driver\'s license and an acceptable driving record. Supervises: Case Aide Reports to: Program Manager Essential functions of the job are marked with an asterisk.

Thomas Allen Inc.