PGH Residential Administrator

POSITION SUMMARY:  Provides the daily managerial oversight of the operations of a Residential Treatment Facility, including but not limited to:  provide training, coaching and supervision to the Residential Associates who provide the 24-hour residential support services, maintaining a state established budget, maintaining personal client financial accounts, overseeing facility maintenance.

Distinguishing Characteristics: The Administrator will embody the Core Values & Guiding Behaviors of WVCW, which directly support all our teams more effectively delivering services that achieve our Mission and Vision, and model these for those you supervise. The Administrator must possess strong management skills with an empathetic understanding to individuals with severe or persistent mental illness.  Proficiency at coordinating care staff and medical staff to client care needs.  Willing and able to meet and maintain the standards and procedures for the provision of care and services to residents with mental illness; is knowledgeable about personnel policies, RTF OARs and applicable rules and standards of other pertinent regulatory agencies, such as OSHA.

ESSENTIAL DUTIES: Deliverable Services (approximately 80% of job scope): 

• Responsible for recruiting, interviewing and training new staff.

  • Deliverable:  Based on staffing requirements

• Responsible for scheduling staff to ensure adequate client supervision and support; and for reviewing and verifying time sheets.  Reviews, approves/denies all time-off requests.

  • Deliverable:  All scheduling will be completed by the 20th of the current month for the following month (approximately 4 hours/month).

• Is accessible by telephone for emergency purposes and provides responsible support, documentation and follow-up in a timely manner.

  • Deliverable:  Based on staff/client need (approximately 4 hours/week).

• Maintains up-to-date personnel, client and program records; including the accounting of client and facility funds, training and activity records, medical and health records and supports. Ensures personnel documentation is copied to HR in a timely manner.

  • Deliverable:  Will accurately maintain all personnel, client and program records.  (approximately 4-5 hours per week)

• Coordinates and participates in the development of each resident's Residential Service Plan.

  • Deliverable:  Responsible for coordinating and writing Integrated Service and Support Plans through nursing, mental health, residential and other support entities. (approximately 2-5 hours per month-  based on 11 residents @ 1.5-2.0 hours per year including quarterly updates).

•  Develops and coordinates clients' activities and support services schedules.

  • Deliverable:  Design and implement clients' activities both in-home and with community members; arrange transportation if needed (approximately 2 hours per week.)

• Assures that evacuation drills and facility inspections are conducted according to OAR requirements.

  • Deliverable:  Will schedule monthly fire drills (one per shift, per month) following OAR standards; assuring all fire extinguishers, fire system, sprinkler system and evacuation routes and in good working order and are easily accessible (approximately 1 hour/month).

• Oversees and documents all aspects of the program budget.  Assures that program and client supplies are purchased in a timely manner, maintained in adequate supply, and stored in a safe and sanitary manner.

  • Deliverable:  Review and analyze and maintain all aspects of the program budget.  Fulfill all house supply orders (approximately 4-5 hours per month.)

• Maintain and balance personal client financial accounts.

  • Deliverable:  Assist clients with cashing monthly PIF checks; assist clients with daily and monthly management of money; assist clients with purchasing personal items (may include ordering online); monthly balancing and reconciling individual accounting journals (approximately 3-5 hours per week.)

• Coordinates and maintains a professional relationship with residential associates, WVCW staff, medical and psychiatric providers, guardians, family and others supporting or providing services to residents.

  • Deliverable:  Ensure that 11 client's support providers are kept abreast of clients' current status as well as any medical, psychiatric, or residential updates/changes which may occur. 

• May need to provide direct/physical care to clients or provide adequate shift coverage in an emergency situation.

  • Deliverable:  Ensure that 11 clients' needs are provided for and staffed appropriately; will readily fill staffing requirements where needed.

• Maintains professional confidentiality of personnel, client, program, and WVCW information.

  • Deliverable:  Ensure the entire programming confidentiality as set forth by HIPAA and OAR standards.

Supervisory Responsibilities: Deliverable Services (approximately 20% of job scope):

• Provides supervision of all PGH Residential Staff employed by WVCW.  Supervision will be provided on an individual basis quarterly or as required and in group format at monthly staff meetings.  The Administrator will document supervision activities, set professional goals and development, follow-through with necessary disciplinary actions per disciplinary action, which will be used to evaluate employee performance.

  • Deliverable:  Execute, document and counsel PGH employee reviews (approximately 36 hours every six months based on a staff of 18 employees).  Ensure all employees have access to additional training to meet the 8 hours/year required by the OAR's.  Administrator will conduct monthly staff meetings.

• When appropriate, the Administrator will provide counsel and any necessary disciplinary actions along with adequate written documentation including a future plan of action.

  • Deliverable:  Execute, document and counsel PGH employees when disciplinary actions are required.  Ensure program efficacy is maintained at the highest level.

• The Administrator is supervised and will report to the Director of Residential Housing (WVCW).

  • Deliverable:  Administrator will schedule a monthly check-in with WVCW Director to communicate concerns, changes, updates, and successes.

QUALIFICATIONS:

• Ability to use a computer for word-processing, basic Excel spreadsheet accounting, Google Drive/ Calendar/ Mail/ Meets and development of forms. 

• Establish and maintain an accessible and up-to-date filing system of client, personnel and program information. 

• Read and research related technical materials and write clear proposals, plans and protocols.

• Possess the ability to think critically, compassionately, and understand the basic concepts of the Recovery Model as it relates to the Missions Statement for Wallowa River House.

• Problem- solve complex issues by developing alternatives and solutions.

• Organize and establish priorities.

• Negotiate conflicts, resolve problems and/or administer required progressive disciplinary action.

• Interact and relate to clients, staff, supervisors and others with professionalism, confidentiality, respect and dignity.

• Empathetically and effectively deal with clients experiencing crisis situations.

EXPERIENCE AND TRAINING:

• Bachelor's degree in a behavioral health science field and 1 year experience, OR 

• High school graduation and equivalency of at least 5 years experience providing direct support services, preferably to severely and persistently mentally ill clients. 

• Previous administrative and managerial experience, required 

• Understanding in the mental health or human services field, preferred

• Must possess a valid Oregon driver's license, required

• Must pass a criminal history check, required

CONFIDENTIALITY: This position requires the handling of highly confidential information. Must adhere to rules and laws pertaining to client confidentiality.

COMMUNICATION SKILLS: Must be able to communicate information in both oral and written form with the ability to present and exchange information internally across teams and co-workers, and externally with clients and the public, Information communicated ranges from routine/ basic information to complex and confidential information

LEADERSHIP & TEAMWORK:  Must be able to work effectively and constructively with other office staff, clinicians, the administrative team and all other staff. Participates in staff meetings. 

PHYSICAL DEMAND: This position requires you to be regularly available for work as scheduled. Position requires professional and personal skills to cope with stress associated with work involving a high degree of mental, emotional and physical demands. This position also requires the ability to bend, stoop, push and pull. While performing the essential duties of this job, the employee is regularly required to sit; talk and hear; use hands and fingers and handle or feel; reach with hands and arms. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions of this position. 

WORK ENVIRONMENT: Work is performed in an office environment and the noise level is usually moderate, but occasionally may be exposed to loud noise such as raised voice levels and alarms.  Occasionally the work environment may extend to other community offices, residential houses, and off-site locations. This position may be exposed to the everyday risks or discomforts which require normal safety precautions typical of such places as an office (i.e., moving mechanical parts, airborne particles, and electrical shock).  This person will be serving clients from all demographics within the community. 

WVCW is a Trauma informed Organization and this person is expected to be a leader and example of Trauma Informed Care in the workplace.

Reasonable accommodations may be made to enable persons with disabilities to perform the essential function.

Wallowa County Center for Wellness is an equal opportunity employer.