Program Specialist

POSITION SUMMARY:

This position encompasses providing administrative support to BSF programs and direct service to BSF clients.

Initiates, coordinates, and executes administrative and other program support to the program manager/team, stakeholders, and staff. Responsible for providing administrative and clerical support to the Programs and Services Departments to ensure efficiency, effectiveness, and quality of internal processes. Work under the direction of the Vice President to ensure that both clinical and administrative duties are performed efficiently.

The Program Specialist will provide individual treatment for youth ages 4 to 21 using individualized defined treatment plans. They will implement treatment programs (behavioral, life skills, social skills, communication, self-help, play skills) under the direct supervision of a Master’s level supervisor, collect data on target behaviors, and meet with supervisors regularly.

RESPONSIBILITIES:

Administration

• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Exercises considerable judgment and discretion in handling requests for appointments and telephone calls.
• Composes, types, formats, and distributes professional correspondence and memoranda, emails and faxes, and ongoing reports and documents
• Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
• Coordinates internal and external project meetings including but not limited to preparing and distributing agendas and other meeting materials, preparing slides and/or transparencies for meeting presentations, reserving and preparing facilities, and recording and transcribing meeting minutes.
• Orders and maintains program supplies; coordinates equipment maintenance with the Office Coordinator.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Assists in development and implementation of department systems and procedures as needed.
• Collaborate with department supervisors to ensure team members are actively assigned cases in accordance with BSF hire policy.
• Manage staff accounts in EMR, Zoom, and Learning Management System, HRIS to ensure agency compliance with access, active/inactive accounts, and assigned client files and training
• Manage internal help desk tickets EMR, Learning Management System, HRIS, Computer/Phone Support
• Manage and maintain accuracy of staff schedules in EMR and HRIS
• Execute ongoing projects within EMR, HRIS, Learning Management Systems, Google, etc for increased efficiency and effectiveness of client services and staff management
• Complete ongoing file audits of current clients and coordinate with department supervisors for the recovery and resolution of file audit results
• Participate as active member of the BSF internal Emergency Response Team
• As needed, provide front desk administrative coverage
• Performs other related duties as assigned by management.

Program Services

• Maintain a caseload of a minimum of 3 but no more than 20 clients.
• Complete documentation that is timely, complete, and in accordance with established organizational procedures.
• Complete timecards in Human resources information system
• Operationalize the mission, vision and core values of Brighter, Stronger Foundation.
• Focus on changing the child's behavior by observing and measuring the behavior in real life environments.
• Gather data to track progress in reaching objectives identified in the treatment plan and periodically modify the plan, under the supervision of supervisor, to adapt to the child's response to the intervention.
• Implement treatment programs (behavioral, communication, self-help, and play skills) as written and instructed by the supervisor
• Collect data on all targeted goals and meet with the supervisor monthly to analyze the information gathered and participate in initial and ongoing training.
• Model and promote good communication, customer service, and positive representation of the organization to clients, customers, referral sources and the public.
• Effectively use Brighter, Stronger Foundation behavior guidance techniques to help clients and families decrease maladaptive behaviors.
• Works cooperatively with other BSF professionals to support clients
• Plan and initiate age and developmentally appropriate home and community based activities that directly reflect treatment plan goals.
• Maintain consistent communication with parents, supervisors and coworkers on client goals and progress.
• Communicate client and programmatic needs with Supervisor.
• Ensure client routines and schedules are carried out promptly and consistently and that they are developmentally appropriate.
• Properly report all critical incidents and safety concerns regarding persons receiving service
• Ability to work with multi-disciplinary team members, and a desire to work with children, youth and young adults
• Other duties as assigned

Individual Performance Management

• Attend departmental meetings and supervision meetings as scheduled.
• Complete annual self evaluations in accordance with required timeline
• Complete all required training during the first 60 days of employment, first year, and annually.
• Desire for continued learning opportunities, and willingness to embrace instruction
• Reliable attendance record
• Strong verbal and written communication skills
• Strong interpersonal relationship skills
• Must present a professional demeanor in accordance with BSF Core Values

QUALIFICATIONS & EXPERIENCE:

• Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Commitment to excellence and high standards.
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgment with the ability to make timely and sound decisions
• Creative, flexible, and innovative team player
• Ability to work independently and as a member of various teams and committees.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Acute attention to detail.
• Demonstrated ability to plan and organize projects
• Minimum of 1 year experience working with youth with autism, emotionally disturbed youth, or individuals with developmental disabilities

MANAGEMENT AND SUPERVISION:

• None

ADDITIONAL INFORMATION:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Performance of the required duties will require physical ability to climb permanent and temporary stairs. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. Performing this job requires use of hands to finger, handle, or feel objects, tools or controls, sit, talk and hear, stand, climb, balance, stoop, kneel, crouch, or crawl. Employee must occasionally lift and/or move heavy weight. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works on-site will expose aggressive behaviors exhibited by clients.

ADA Compliance

• This is an interactive position which requires standing, walking, verbal communications, and sitting,
• Must be able to move, lift up to 50 lbs
• This position does provide light duty
• This is a physical position which requires constant standing, sitting, walking, running and lifting

PHYSICAL ACTIVITIES:

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations. While performing the functions of this job, the employee is regularly required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, talk or hear; must occasionally lift and/or move up to 10 pounds.

ENVIRONMENTAL CONDITIONS:

There are no harmful environmental conditions that are present for this position. While performing the duties of this job, the employee regularly works on-site may be exposed to aggressive behaviors exhibited by clients The noise level in the work environment is usually moderate.

I understand that Brighter, Stronger Foundation may make modifications, additions, or deletions to this job description at any time, and will notify me of any changes by sending me a revised copy for my review and signature.