Division Manager (Program Specialist
Job Description
GENERAL DESCRIPTION OF POSITION:
The Division Manager, under the general supervision of the Director of Residential Services, has the
primary responsibility for the day-to-day operation of the residential programs, ensuring that persons
served can access quality services efficiently and cost-effectively. Also responsible for
the provision of case management, advocacy, and support to persons served and ensures the individual’s goals
and services are implemented as agreed upon at the IP. Provides leadership and direct supervision for
multiple sites within Residential Services.
COMPETENCIES:
• Organizational Awareness
• Leadership
• Problem Solving
• Teamwork
• Initiative
• Integrity
• Job Knowledge
• Interpersonal Skills, Cooperation, Collaboration
• Communication Skills
• Commitment to Diversity/Inclusion
• Fiscal Management
• Supervision
PRIMARY JOB FUNCTION(S):
The above Competencies are met and measured through the following job functions:
• Supervise the day-to-day operation of the homes in a manner that complies with regulations and
Agency standards.
• Conduct scheduled and unscheduled site visits weekly to review the environment,
documentation, staff, and person served activities/interactions to ensure compliance with Agency
and regulatory standards. Visits should rotate to different shifts over the month; complete weekly
audit forms to document visits.
• Coordinate the Individual Support Plan (ISP) planning process within prescribed time frames;
including the assembly of a team that is both optimal for the process as well as preferred by the
individual.
• Serve as the primary point person for the individual served, providing updates, responses and
follow up with all concerned parties on a timely and regular basis.
• Develop the ISP for presentation at the ISP meeting, review the draft ISP and submit
corrections to the Service Coordinator in compliance with regulatory requirements/timelines.
• Ensure that profile data is current in Therap, organization’s Electronic Health Record.
• Facilitate the scheduling of interim meetings as needed and follows up on agreed upon actions
discussed at the meeting.
• Review family and person served surveys and provides follow-up as needed.
• Assist with developing, implementing, and following up on plans of corrections to address
problems noted during visits from Agency personnel, funding and regulatory agencies, and results
of quality assurance reports.
• Participate in the admission/transfer process of persons served.
• Monitor implementation of individual programs, including behavioral programs, programs
documentation, directing feedback to the team and ensuring that the necessary materials, etc. are
present to carry out the specific programs.
• Review staff time sheets weekly and submit to Payroll according to identified timeframes.
• Hold responsibility for the Individual Maintenance Allowance process including requests for
funds as well as monitoring of income and expenses.
• Hold responsibility for ensuring that service and medication books are up-to-date, current, and
filed appropriately.
• Closely monitor health and safety concerns related to the persons served on their caseload and
relays information to all relevant parties on a consistent, regular, and timely basis.
• Ensure the proper and timely completion of incident reports and the appropriate notifications of
incidents as determined by Agency and Developmental Disabilities Administration (DDA)
policies and procedures. Review incident reports for assigned persons.
• Take necessary action in emergency situations in accordance with agency policies and reports
such incidents to appropriate personnel per Agency policy and procedure.
• Respond timely to internal and external customers to ensure service excellence.
• Work cooperatively with others including all staff, supervisors, administrators, co-workers,
persons served, community professionals, customers, vendors, and the public.
• Attend weekly administrative meetings.
• Complete performance evaluations for House Manager(s) and ensure performance evaluations are
completed for all direct support staff within specified time frames.
• Review and approve all written communications completed by House Manager prior to
presentation to direct support staff.
• Hold responsibility for the completion of all staff training within required time frames.
• Ensure that staff are properly oriented and trained on the job.
• Appropriately use technology to perform job functions and ensures the same for staff.
• Participate in the hiring process for selection of employees including interviewing and making
recommendations.
• Supervise the House Manager directly and direct support staff indirectly to ensure accountability.
• Establish the direct support staff schedules of each site and modifies in collaboration with the
appropriate personnel.
• Establish a work schedule that is flexible to meet the needs of the operations of the homes which
includes regular weekend and evening hours.
• Attend work regularly according to assigned work schedule and in accordance with Agency
policy.
• Attend and conduct house staff meetings at least bi-monthly.
• Ensure fundamental rights issues are presented to Human Rights Advisory Standing Committee
(HRASC) in compliance with regulatory standards.
• Assist with developing, implementing and following up on plans of corrections to address
problems noted during visits from Agency personnel, funding and regulatory agencies, and as a
result of quality assurance reports.
SECONDARY FUNCTION(S):
• Assume on call responsibilities established by the Director of Residential Services.
• Perform other duties as assigned.
REPORTING STRUCTURE
Reports to: Director of Residential Services
Supervises: Multiple House Managers and Direct Support Professionals
REQUIREMENTS:
Minimum Experience and/or Education:
• One of the following groups of qualifications:
o Master’s Degree or above from an accredited college or university and 1 year of
experience working with individuals with an Intellectual Developmental Disability or
Autism
o Bachelor’s Degree from an accredited college or university and 2 years of experience
working directly with individuals with an Intellectual Developmental Disability or
Autism
o Associate’s Degree or 60 credit hours form an accredited college or university and 4
years of work experience working directly with individuals with an Intellectual
Developmental Disability or Autism
• One year of experience with increasing supervisory duties.
Clearances:
• Must have a driver’s license, vehicle, and an acceptable driving record as determined by criteria
established by the Agency’s insurance carrier and Agency policy
• Criminal history check
• FBI clearance if not a resident of PA for past 2 years
• Verification that employee is not on any Medicaid/Medicare Exclusion list
Physical requirements:
• Ability to communicate on telephone
• Ability to safely drive a motor vehicle
• Ability to write
• Ability to complete tasks with numerous interruptions
• Ability to stand
• Ability to work with little direct supervision
• Ability to stand for long periods of time
• Ability to sit for long periods of time
• Ability to go up and down stairs
• Ability to manipulate numbers
• Ability to speak
• Ability to type
• Ability to read
• Ability to operate machinery without posing a safety hazard to self or others
• Ability to hear
• Ability to understand technical written material
• Ability to lift more than 50 pounds
• Ability to use a computer
• Ability to obtain certification in CPR/First Aid
• Ability to bend, lift, and carry
• Full awareness of environmental stimuli
The Division Manager, under the general supervision of the Director of Residential Services, has the
primary responsibility for the day-to-day operation of the residential programs, ensuring that persons
served can access quality services efficiently and cost-effectively. Also responsible for
the provision of case management, advocacy, and support to persons served and ensures the individual’s goals
and services are implemented as agreed upon at the IP. Provides leadership and direct supervision for
multiple sites within Residential Services.
COMPETENCIES:
• Organizational Awareness
• Leadership
• Problem Solving
• Teamwork
• Initiative
• Integrity
• Job Knowledge
• Interpersonal Skills, Cooperation, Collaboration
• Communication Skills
• Commitment to Diversity/Inclusion
• Fiscal Management
• Supervision
PRIMARY JOB FUNCTION(S):
The above Competencies are met and measured through the following job functions:
• Supervise the day-to-day operation of the homes in a manner that complies with regulations and
Agency standards.
• Conduct scheduled and unscheduled site visits weekly to review the environment,
documentation, staff, and person served activities/interactions to ensure compliance with Agency
and regulatory standards. Visits should rotate to different shifts over the month; complete weekly
audit forms to document visits.
• Coordinate the Individual Support Plan (ISP) planning process within prescribed time frames;
including the assembly of a team that is both optimal for the process as well as preferred by the
individual.
• Serve as the primary point person for the individual served, providing updates, responses and
follow up with all concerned parties on a timely and regular basis.
• Develop the ISP for presentation at the ISP meeting, review the draft ISP and submit
corrections to the Service Coordinator in compliance with regulatory requirements/timelines.
• Ensure that profile data is current in Therap, organization’s Electronic Health Record.
• Facilitate the scheduling of interim meetings as needed and follows up on agreed upon actions
discussed at the meeting.
• Review family and person served surveys and provides follow-up as needed.
• Assist with developing, implementing, and following up on plans of corrections to address
problems noted during visits from Agency personnel, funding and regulatory agencies, and results
of quality assurance reports.
• Participate in the admission/transfer process of persons served.
• Monitor implementation of individual programs, including behavioral programs, programs
documentation, directing feedback to the team and ensuring that the necessary materials, etc. are
present to carry out the specific programs.
• Review staff time sheets weekly and submit to Payroll according to identified timeframes.
• Hold responsibility for the Individual Maintenance Allowance process including requests for
funds as well as monitoring of income and expenses.
• Hold responsibility for ensuring that service and medication books are up-to-date, current, and
filed appropriately.
• Closely monitor health and safety concerns related to the persons served on their caseload and
relays information to all relevant parties on a consistent, regular, and timely basis.
• Ensure the proper and timely completion of incident reports and the appropriate notifications of
incidents as determined by Agency and Developmental Disabilities Administration (DDA)
policies and procedures. Review incident reports for assigned persons.
• Take necessary action in emergency situations in accordance with agency policies and reports
such incidents to appropriate personnel per Agency policy and procedure.
• Respond timely to internal and external customers to ensure service excellence.
• Work cooperatively with others including all staff, supervisors, administrators, co-workers,
persons served, community professionals, customers, vendors, and the public.
• Attend weekly administrative meetings.
• Complete performance evaluations for House Manager(s) and ensure performance evaluations are
completed for all direct support staff within specified time frames.
• Review and approve all written communications completed by House Manager prior to
presentation to direct support staff.
• Hold responsibility for the completion of all staff training within required time frames.
• Ensure that staff are properly oriented and trained on the job.
• Appropriately use technology to perform job functions and ensures the same for staff.
• Participate in the hiring process for selection of employees including interviewing and making
recommendations.
• Supervise the House Manager directly and direct support staff indirectly to ensure accountability.
• Establish the direct support staff schedules of each site and modifies in collaboration with the
appropriate personnel.
• Establish a work schedule that is flexible to meet the needs of the operations of the homes which
includes regular weekend and evening hours.
• Attend work regularly according to assigned work schedule and in accordance with Agency
policy.
• Attend and conduct house staff meetings at least bi-monthly.
• Ensure fundamental rights issues are presented to Human Rights Advisory Standing Committee
(HRASC) in compliance with regulatory standards.
• Assist with developing, implementing and following up on plans of corrections to address
problems noted during visits from Agency personnel, funding and regulatory agencies, and as a
result of quality assurance reports.
SECONDARY FUNCTION(S):
• Assume on call responsibilities established by the Director of Residential Services.
• Perform other duties as assigned.
REPORTING STRUCTURE
Reports to: Director of Residential Services
Supervises: Multiple House Managers and Direct Support Professionals
REQUIREMENTS:
Minimum Experience and/or Education:
• One of the following groups of qualifications:
o Master’s Degree or above from an accredited college or university and 1 year of
experience working with individuals with an Intellectual Developmental Disability or
Autism
o Bachelor’s Degree from an accredited college or university and 2 years of experience
working directly with individuals with an Intellectual Developmental Disability or
Autism
o Associate’s Degree or 60 credit hours form an accredited college or university and 4
years of work experience working directly with individuals with an Intellectual
Developmental Disability or Autism
• One year of experience with increasing supervisory duties.
Clearances:
• Must have a driver’s license, vehicle, and an acceptable driving record as determined by criteria
established by the Agency’s insurance carrier and Agency policy
• Criminal history check
• FBI clearance if not a resident of PA for past 2 years
• Verification that employee is not on any Medicaid/Medicare Exclusion list
Physical requirements:
• Ability to communicate on telephone
• Ability to safely drive a motor vehicle
• Ability to write
• Ability to complete tasks with numerous interruptions
• Ability to stand
• Ability to work with little direct supervision
• Ability to stand for long periods of time
• Ability to sit for long periods of time
• Ability to go up and down stairs
• Ability to manipulate numbers
• Ability to speak
• Ability to type
• Ability to read
• Ability to operate machinery without posing a safety hazard to self or others
• Ability to hear
• Ability to understand technical written material
• Ability to lift more than 50 pounds
• Ability to use a computer
• Ability to obtain certification in CPR/First Aid
• Ability to bend, lift, and carry
• Full awareness of environmental stimuli