Purpose of the

Position :

The Program Administrator is the individual designated by the provider to be responsible for the daily operation and maintenance of the Residential Treatment Home. The Program Administrator provides leadership, oversight, and supervision to ensure that the program is maintained and operated in compliance with OAR Chapter 309, Division 35, all applicable federal, state, and local requirements, the program's policies and procedures, resident rights and protections, Home and Community-Based Services (HCBS) requirements, and each resident's assessed needs and service plan.

Minimum Qualifications:

Must have a background that includes specialized training, experience, and other demonstrated ability to provide care and treatment appropriate to residents with serious mental illness served by the program. Must have at least one year of clinical experience working in a setting that provides treatment to individuals diagnosed with serious mental illness; or at least two years of residential experience working in a setting licensed to provide care and services to individuals diagnosed with serious mental illness. Must have a documented current approved background check processed in compliance with

OAR 943-007-0001

through

OAR 943-007-0501

before working alone with residents. A preliminary background check is required before working with residents under supervision of qualified staff, when applicable. Must complete a new background check every three years, prior to any change in employment position, and whenever the Division determines a new background check is needed. Must not be listed on the U.S. Office of Inspector General Exclusion List or the U.S. General Services Administration Exclusion List. Verification must be documented in the personnel record. Must be literate in English and able to understand and communicate orally and in writing with residents, medical professionals, care coordinators, licensing representatives, staff, and others involved in resident care. Must demonstrate the judgment, ethics, leadership, documentation, confidentiality, trauma-informed practice, and culturally responsive skills necessary to oversee an RTH serving adults with serious mental illness.

Core Duties and Responsibilities:

Ensure the program and setting are maintained and operated in compliance with OAR Chapter 309, Division 35, licensing requirements, applicable laws, contracts or financing requirements approved by the Division, and the program's written policies and procedures. Oversee the daily operation and maintenance of the program and be available to perform administrative duties at the licensed setting for at least 20 hours per week. On-call availability does not replace the required on-site administrative availability. Develop, update, administer, and ensure staff access to written policies and procedures specific to the licensed setting, including policies required by

OAR 309-035-0125.

Ensure sufficient qualified program staff and direct care staff are scheduled and available at all times to meet residents' treatment, health, safety, supervision, rights, freedoms, protections, and HCBS needs, considering the number, acuity, diagnoses, assessments, and person-centered service plans of residents. Supervise or provide for the supervision of the House Manager, Direct Care Staff, volunteers, contractors with resident contact, and others involved in operation of the program. Ensure at least one Direct Care Staff is on duty at all times and that program and direct care staff assigned to night duty are awake, dressed, observant of program operations, and accessible to residents at all times. Ensure each staff position has a written job description that identifies the position's qualifications and job duties, and ensure personnel policies are made available to staff. Ensure direct care staff are capable of implementing emergency procedures and the disaster plan, and capable of performing the duties listed in their job descriptions.

Program Administrator Job Description :

Maintain or oversee accurate setting, personnel, training, background check, exclusion list, resident service, incident, and other records required by rule and program policy. Report regularly to the licensee/owner regarding operation of the program, staffing, resident needs, risks, quality assurance, policy compliance, budget or maintenance concerns, and licensing issues. Delegate authority and responsibility for operation and maintenance of the program to a responsible staff person whenever absent from the setting. Delegation may not be made to a resident. If absent for more than 60 days, ensure an interim Program Administrator who meets qualification requirements is designated and the Division is notified. Submit critical incident reports to the Division and CMHP within 48 hours of the incident occurring, and ensure all incident reports are submitted to the CMHP within 48 hours of the incident occurring.

Resident Services, Rights, and Service Planning Oversight :

Oversee screening, admission, orientation, transition, transfer, and discharge processes to ensure they are implemented according to OAR, resident rights, and program policy. Ensure each resident's assessment, Residential Service Plan, Person-Centered Service Plan, safety needs, health needs, preferences, strengths, and goals are reviewed and used to guide services and staff support. Ensure services are trauma-informed, recovery-oriented, person-centered, culturally responsive, and delivered in a manner that protects resident dignity, privacy, choice, independence, rights, freedoms, and protections. Ensure staff do not use seclusion, restraint, involuntary restriction, coercion, discipline-based restrictions, or other prohibited practices except where expressly allowed by applicable rule and properly authorized. Coordinate and communicate with the CMHP, CCO, OHA/licensing, medical and behavioral health providers, pharmacies, hospitals, families or representatives when authorized, and other members of the resident's support team. Ensure resident grievances, complaints, allegations of abuse, incidents, health concerns, medication issues, and safety concerns are documented, reported, reviewed, and addressed according to rule and policy.

Training and Competency Responsibilities :

Provide or arrange at least 16 hours of pre-service orientation for each program staff within 60 days of hire and before the staff person works alone with residents. Ensure pre-service orientation includes, at minimum, a comprehensive tour of the setting; emergency procedures; program policies and procedures; mental, emotional, and behavioral disorders and conditions; behavior management, interventions, and de-escalation; resident rights; medication management procedures; food service arrangements; grievances, complaints, and the Oregon Residential Facilities Ombudsperson program; a summary of each resident's assessment and Residential Service Plan; culturally responsive care; the approved Mandatory Reporting for Individuals Working in Community Mental Health Programs course; approved HCBS training; and other information relevant to the job description and scheduled shifts. Provide or arrange at least 8 hours of annual in-service training for each program staff. Annual training for direct care staff must include culturally responsive care; implementing Residential Service Plans; behavior management, interventions, and de-escalation; daily living skills development; nutrition; opioid overdose kits and administration of an FDA-approved short-acting, non-injectable opioid antagonist medication; understanding mental illness; sanitary food handling; resident rights, freedoms, and protections; identifying health care needs; complaints, grievances, incidents, and abuse reporting; and psychotropic medications. Ensure Direct Care Staff have and maintain current CPR and First Aid certification from a Division-approved entity within 60 days of hire and before working alone with residents. Online CPR or First Aid is accepted only when an in-person skills competency check is conducted by a qualified instructor meeting American Heart Association or American Red Cross standards. Ensure all program staff and any entity contracted to provide direct care complete general worker safety training within 90 days of hire or engagement and at least every two years thereafter, with documentation retained in program files. Ensure all program staff and any entity contracted to provide direct care complete Division-approved LGBTQIA2S+ training within 60 days of hire and before working alone with residents, and every two years thereafter. Proof of completion must be retained in the staff member's personnel file or the program files for contracted entities. Ensure staff competency is documented before staff work independently and that ongoing training is provided when resident needs, policies, incidents, corrective actions, or licensing requirements indicate additional training is needed.

Documentation, Compliance, and Quality Assurance :

Review staffing schedules, resident documentation, incident reports, progress notes, service plan implementation, medication documentation, food service documentation, emergency drills, training records, and personnel files for accuracy and compliance. Ensure records are properly obtained, accurately prepared, securely maintained, confidential, and available to licensing or other authorized parties when required. Monitor the physical setting, safety systems, sanitation, food service, medication systems, resident belongings and funds, maintenance, emergency preparedness, evacuation capability, and compliance with home-like and HCBS requirements. Identify compliance concerns, implement corrective action, train staff as needed, document follow-up, and communicate unresolved or significant concerns to the licensee/owner and applicable oversight entities.

Work Schedule and Availability :

The Program Administrator must be available to perform administrative duties at the licensed setting for at least 20 hours per week. These hours must be specifically dedicated to administrative oversight and may include regulatory compliance activities, staff supervision, quality assurance, documentation review, coordination with CMHP/OHA/licensing and care partners, service planning oversight, training oversight, and operation and maintenance of the RTH. The Program Administrator may work additional hours as needed to meet program needs, participate in screenings and admissions, respond to emergencies, provide staff supervision, attend meetings, complete documentation, train staff, support licensing activities, or provide direct care when qualified and assigned. On-call availability, remote work, or availability by telephone may supplement but does not replace the required on-site administrative availability. The Program Administrator must ensure responsible coverage and proper delegation whenever absent from the setting.

Essential Physical and Cognitive Requirements :

Ability to walk, stand, sit, and move throughout the setting for extended periods as needed. Ability to lift or assist with up to 25 pounds when necessary and safe to do so, or to obtain appropriate assistance. Ability to remain alert, assess risk, prioritize resident safety, and make sound decisions during emergencies or high-stress situations. Ability to read, understand, implement, and train staff on OAR requirements, program policies, resident service plans, health and safety directions, and required documentation procedures. Ability to maintain confidentiality, professional boundaries, accurate records, and respectful communication with residents, staff, providers, representatives, and oversight entities.

Pay:

$35.00 - $45.00 per hour Expected hours: No less than 20.0 per week

Work Location:

In person