Program Manager - Ryan White Services

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SERVICE AREA: Housing & Justice Related Services (HJRS)

PROGRAM: Ryan White Services

JOB OVERVIEW:

The Ryan White Service Program Manager is responsible for managing the operations of the EFA, Food Voucher, and Transportation programs and ensuring that the overall goals and program objectives are met. The RW Services Program Manager maintains knowledge of the HIV/AIDS community and serves as an expert technical resource to guide program, community, and departmental staff. This position supervises and manages the work of the EFA and Transportation Coordinators and Data Entry Clerks. This position also directly manages the operation of the food voucher program. The RW Services Program Manager is a member of the HJRS Leadership Team and is responsible for: ensuring compliance with federal, state, and county regulations and standards; submitting reports and grant proposals for funders; supporting and supervising staff; and ensuring IT technical assistance support as needed.

The Ryan White Services Program Manager position works to support PHMC’s Mission, Vision, and Core Values, which are as follows:

Mission and Vision: PHMC works to create and sustain healthier communities through partnerships with government, foundations, businesses, and community-based organizations. We envision a healthier community for all.

Integrity: We are committed to building and sustaining trust across our teams, partners, and funders

Impact: Our work is purposeful and rooted in a data-driven approach.

Accountability: We hold ourselves and each other responsible for getting things done, effectively managing resources, and achieving sustainable results.

Inclusion and Collaboration: We value and respect the inherent differences of all individuals, strive to amplify those voices and experiences, and are committed to working together to convene diverse perspectives, talents, and approaches to public health.

Credibility: We are a trusted resource that delivers innovative approaches and reliable services to the communities that depend on us. Reports to: Senior Director of Homeless and Social Service Programs

RESPONSIBILITIES:

Program Responsibilities

Responsible for the oversight, implementation, and program outcomes of the EFA, Food Voucher, and Transportation Programs

Responsible for the day-to-day operations of the Food Voucher program

Attends both internal and funder meetings and provides feedback regarding program operations

Establishes program goals in coordination with DHH, prepares program plans and reports, develops, updates, and modifies program procedures to reflect changes in program policy

Implements and oversees processes to facilitate more efficient operations

Oversees the assignment, implementation, and execution of data entry in CAREWare 6; monitors accuracy and timely data entry

Assists the EFA and Transportation coordinators/programs with the coordination and confirming door-to-door transports with riders, contracted taxicab & paratransit providers, and Uber Health in the absence of needed staff support

Ensures cross coverage across Ryan White Services by facilitating training across Emergency Financial Assistance (EFA), Food Voucher, and Transportation programs

Monitors program budgets on a monthly basis; initiates a Purchase Request Form (PRF) to replenish the inventory of food cards from designated vendors

Maintains knowledge of the HIV/AIDS community and serves as an expert technical resource to guide program, community, and departmental staff

Conducts monthly food voucher reconciliation meetings with provider agencies

Enters in FV Excel database and maintains the inventory and reconciliation records of food card documentation by: serial numbers, supermarkets, and monetary denominations; agency; and distribution date provided to agencies

Responsible for the approvals of Purchase Request Forms (PRF) for processing monthly payments to transport providers, EFA landlords and utility companies, and medical case management agencies

Works with Finance monthly on the inventory and reconciliation of food card distributions

Works with the Senior Director of Homeless and Services and Social Service Programs and Finance on yearly Food Voucher budget and program renewals

Meets with the Senior Director of Homeless and Social Service Programs biweekly for supervision

Other duties needed to help drive the organization’s vision, fulfill the mission, and abide by the organization’s values Supervision and Training

Responsible for the overall leadership of the program staff in the development and implementation of short- and long-term plans and policies

In the absence of adequate program staff, performs data entry tasks in CAREWare to support the program in accordance with prescribed protocols and guidelines for data quality and integrity, client application, registration forms, and transportation invoices

Responsible for identifying and resolving problems and collecting, verifying, or reconciling transportation activity forms, eligibility of clients or invoices with PHMC management, medical case management representatives, and transportation representatives

Evaluates the need for training and provides for appropriate training to service providers and/or program staff; collaborates with providers to develop and modify administrative procedures and standardize practices in the program

Ensures ongoing training and compliance regarding participant confidentiality, the use of encrypted email, HIPAA, and DHH guidelines

Manages personnel issues and advises on staff-related issues

Works closely with HR regarding staff problems related to performance, workers' compensation, and other issues

Develops training in response to staff needs

Mediates intra-staff problems

Performs troubleshooting to prevent serious situations from developing

Schedules and attends staff meetings for individual programs and HJRS staff meetings

Provides biweekly individual supervision to all supervisors/direct staff reports

Addresses staff challenges or concerns to proactively prevent escalation Administration, Compliance, and Data Quality

Completes program reports and presentations, which include client-level data reports, quarterly and annual reports, and proposals, as well as internal and external trainings

Maintains up-to-date weekly spreadsheets to monitor EFA, Food Voucher, and Transportation spending

Creates and revises job descriptions and completes staff performance reviews

Works closely with HJRS staff on space, computers, equipment, and other issues

Reviews and submits recommendations for promotions, salary adjustments, improvement plans, etc.

In collaboration with the Senior Director, interviews and hires new staff

Understands and adheres to PHMC compliance standards as they appear in the PHMC Code of Conduct, Whistle Blowers, and Conflict of Interest policies

Keeps abreast of all pertinent federal, state, and PHMC regulations, laws, and policies as they presently exist and as they change or are modified

Complies with HIPAA and Confidentiality policies and procedures as they apply to the job

Adheres to all PHMC policies and procedures

Knowledge of and adherence to Infection Control and Environment of Care Guidelines and Procedures as described in the annual education module SKILLS:

Management skills, including effectively overseeing and delegating tasks, helping to maximize time, resources, and productivity

Excellent interpersonal skills and demonstrated ability to effectively interface with internal stakeholders and partner organizations

Excellent problem-solving, conflict resolution, and time management skills

Program planning and development

Ability to plan, direct, and coordinate activities

Skilled at adapting to project constraints and resolving problems independently

Experience in the use of CAREWare software a plus

Ability to negotiate and administer contracts and work with state and federal government agencies, funders, and other organizations as necessary

Ability to interpret statistical data and develop methods for addressing data errors

Effective problem-solving skills within diverse social systems

Strong organizational and multi-tasking skills

Strategic decision-making skills

Analytical skills

Adaptability

Ability to speak and write English proficiently and effectively

Ability to communicate effectively in both written and oral forms

Demonstrated ability to resolve operational concerns and create strategies to improve program efficiency EDUCATION:

Bachelor's degree required

Strongly preferred: Master's degree EXPERIENCE:

5+ years of experience in managing programs and staff

Strongly preferred: Experience in budget management

Strongly preferred: Experience in nonprofit public health

Preferred: Knowledge of HIV/AIDs services

SALARY GRADE: 20

PHMC is an Equal Opportunity and E-Verify Employer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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