Program Administrator

Job Description

Job Description

Position Purpose:

The Program Administrator is responsible for supervising and managing all aspects of the Azusa Residential Board and Care program, a state licensed 96-bed Residential Care Facility for the Elderly (“RCFE”) that provides comprehensive assisted living to ambulatory and non-ambulatory residents. This role encompasses a variety of administrative aspects to ensure compliance with County, State, and Federal regulations; adherence to Title 22 guidelines and mandates; and the effectuation of JWCH Policies & Procedures promulgated specifically for the RCFE program. Additionally, the Program Administrator shall be a skilled manager, as well as a compassionate leader that strives to maintain the highest standards of resident care and promote a safe and positive environment for residents, families, visitors and staff.

Principal Responsibilities:

1. Supervise and manage staff across all departments within the program.
2. Recruit, hire, train and evaluate qualified staff to ensure high-quality care.
3. Lead staff meetings and organize trainings to maintain compliance and cultivate a work environment that embraces high quality standards.
4. Ensure compliance with County, State, and federal regulations, including Title 22 guidelines.
5. Oversee the creation, implementation and reinforcement of policies and procedures in line with regulatory and JWCH standards.
6. Oversee the creation of workflows for intake, discharge, and other client activities.
7. Ensure residents receive the highest standard of care, focusing on safety and well-being. Make special provisions for the safety and guidance of residents with visual or auditory deficiencies.
8. Address and resolve resident and family concerns and complaints in a timely and effective manner.
9. Maintain the physical upkeep of the facility, ensuring it meets safety and health standards.
10. Oversee housekeeping, repairs, and conduct environmental checks.
11. Manage facility budget in a fiscally responsible manner. Prepare financial reporting, census data and resource allocation for the program.
12. Ensure financial sustainability while maintaining high-quality care.
13. Oversee procurement of program supplies such as toiletries, client activities, food, and supply purchases.
14. Ensure that residents receive personal care, three daily meals and snacks, access to medical care, case management, and wellness resources.
15. Coordinate transportation for residents to and from medical appointments and social services.
16. Support reunification services for residents who have lost contact with family or support networks.
17. Collaborate with external partners, social service agencies, and community organizations to improve resident care and access to additional services.
18. Attend scheduled meetings, “in-service”, training and continued education with funders, partner agencies, providers and internal administration.
19. Ensure that personnel and client files are maintained on site in accordance with licensing requirements.
20. Adhere to rules and regulations of Welfare and Institutions Code, Section 15630(a) and form SOC 341A, regarding the obligations of “Mandated Reporters” to report suspected elder abuse.
21. Participate in JWCH’s customer service training called AIDET on an annual basis:

• Demonstrate an understanding of AIDET (Acknowledge, Introduce, Duration, Explanation, and Thank You) to apply in patient encounters or team discussions.
• Utilize the AIDET communication framework to communicate with patients and team members in a manner that reduces patient anxiety, increases patient compliance, and improves clinical outcomes.

1. Other duties as assigned.

General Requirements & Qualifications:

1. The administrator shall have the qualifications specified in Title 22, Sections 87405(d)(1) through (7):
   1. Knowledge of the requirements for providing care and supervision appropriate to the residents.
   2. Knowledge of and ability to conform to the applicable laws, rules and regulations.
   3. Ability to maintain or supervise the maintenance of financial and other records.
   4. When applicable, the ability to direct the work of others.
   5. Good character and a continuing reputation of personal integrity.
   6. Have a high school diploma or equivalent, such as a General Education Development (GED) certificate. (Notwithstanding preferred educational and/or experience stated below).
   7. Be at least 21 years of age.
2. Bachelor’s degree in healthcare administration, human services, social work, nursing, or a related field. Master’s degree preferred.
3. Minimum of 5 years of experience in program management, preferably in healthcare, residential care, or a related field.
4. Current license and completion of the Residential Care for the Elderly Administrator Certification Program in California (or equivalent state license).
5. Experience with regulatory compliance and staff supervision.
6. Strong leadership, communication, problem-solving skills and risk assessment.
7. Ability to engage in conflict resolution with hostile/emotionally agitated residents, family, visitors and/or personnel in a thoughtful, non-confrontational manner.
8. Knowledge of County, State, and federal regulations, particularly Title 22.
9. Ability to manage multiple departments and balance priorities.
10. Financial management and budgeting experience.
11. Understanding of rate for services models, including SSI/SSP (RCFE facility type rate and representative payee), CBEST, CAPI, Medicaid, Veteran’s Disability compensation, long-term health care insurance, life insurance with LTC coverage, and private pay.
12. Compassionate approach to resident care and ability to resolve conflicts diplomatically.

Core Knowledge Requirements:

1. Laws, regulations, policies, and procedural standards impacting RCFE, including:
   1. Health & Safety Code 1569
   2. Overview of Title 22, CCR, Division 6, Chapter 8, RCFE, Articles 1-15
   3. State Fire Code Regulations
   4. Program Flexibility Exceptions Waivers
   5. Accounting and tax filing requirements
   6. Plan of Operation
2. Business Operations, including:
   1. Title 22, CCR, Division 6, Chapter 8, RCFE, Article 4 – Operating Requirements
   2. Wage Order 5 liability issues
   3. Insurance types
   4. Budgeting and fiscal documentation
   5. Monitoring of ongoing operations
   6. Overview of labor laws – Federal requirements
   7. Personnel/wages
   8. Classification of employees
   9. Marketing of facility
   10. Rate setting/record keeping
   11. Other agencies – IRS/EDD/INS
   12. Contract compliance audits
   13. Legal fund raising
   14. Phones/vehicles
3. Management/Supervision of Staff, including:
   1. Title 22, CCR, Division 6, Chapter 8, RCFE, Article 6 – Background check and Article 7 Personnel
   2. Staffing requirements – day/night supervision
   3. Hiring practices
   4. Personnel records requirements
   5. Administration and staff training requirements
   6. General personnel requirements and training
4. Psychosocial Needs of the Elderly, including:
   1. Title 22, CCR, Division 6, Chapter 8, RCFE, Article 8 – Resident Assessments, Fundamental Services, and Rights
   2. Identifying characteristics and special needs of client population
   3. Evaluation and observation
   4. Mental health issues
   5. Family involvement/participation and dynamics
   6. Bereavement/stress issues
   7. Activities/Interests/Resident Councils
   8. Basic services
   9. Training – type/frequency
   10. Advanced health care directives
   11. DNR orders
   12. End of life planning
5. Physical Needs for Elderly Persons, including:
   1. Title 22, CCR, Division 6, Chapter 8, RCFE, Article 11 – Health Background Check
   2. Personnel hydration
   3. Understanding the client needs
   4. Individual health care needs
   5. Sexuality in the aging adult
   6. Nutritional support/food service
   7. Basic services
   8. Annual physical
   9. Ongoing assessment and observation
   10. Areas of neglect in direct client care
6. Community and Support Services, including:
   1. Responsibility and expectations of referral agencies
   2. Mental health resources
   3. Ombudsman
   4. Adult Protective Services
   5. Resident and support services
   6. Suicide prevention
   7. Funding sources
   8. Other sources – Local agencies, assisted living waiver program, VA, SSI, etc.
7. Medication Management, including:
   1. Title 22, CCR, Division 6, Chapter 8, RCFE, Article 8 – Resident Assessments, Fundamental Services, and Rights
   2. Health & Safety Code
   3. AB 1570
   4. Administration of medication
   5. Regulatory requirements – storage, documentation and disposal
   6. Role of medication in treatment plan, including typical interactions
   7. Misuse and adverse effects of medication, communication with pharmacists and MDs and other medical professionals
   8. Drug interaction and pharmaco-dynamics
   9. Common medications and common medication errors
   10. Client advocacy related to medication use
   11. Medi-Cal, medical and dental funding
   12. Address toxic medication precautions
   13. Hospice
8. Resident Admission, Retention & Assessment Procedures, including:
   1. Title 22, CCR, Division 6, Chapter 8, RCFE, Article 12 – Dementia
   2. Program statement
   3. Allowable vs. prohibited conditions
   4. Appraisals/Re-appraisals
   5. Needs and service plan – development and review
   6. Charting and documentation
   7. Admissions agreement
   8. Adult Protective Services/emergency placement
   9. Incidental medical services
   10. Client satisfaction
   11. Contract compliance
   12. Age exceptions
   13. Relocation/eviction procedures
   14. Evaluation and observation – initial and ongoing
   15. Assessment tools
   16. Home health and other allied professional relationships
9. Managing Alzheimer’s Disease and Related Dementias, including:
   1. Title 22, CCR, Division 6, Chapter 8, RCFE, Article 8 – Resident Assessments, Fundamental Services, and Rights
   2. Non-pharmacologic person-center approaches to dementia care
   3. Overview of Alzheimer’s disease and dementia
   4. Understanding dementia-related behaviors
   5. How the patient communicates
   6. Personal care
   7. Medications
   8. Environment and physical plant
   9. Storage of dangerous items
   10. Individualized Service Plan (ISP)
   11. Marketing and advertising
   12. Dementia care
   13. Dementia Plan of Operation
10. Cultural Competency and Sensitivity to Aging LGBTQ Community, including:
    1. Issues related to the underserved aging, lesbian, gay, bisexual, and transgender community
    2. LGBTQ:
       1. Ethics and values
       2. Self-awareness
       3. Education/skills/resouces/advocacy
       4. Staff
       5. Training Requirements
    3. Care – equality
11. Managing the Physical Environment
    1. Title 22, CCR, Division 6, Chapter 8, RCFE, Article 5 – Physical Environment and Accommodations
    2. Maintenance requirements
    3. Housekeeping requirements
    4. Health and safety considerations
    5. System disaster plan
    6. Capacity
    7. Use of space and storage
    8. Physical plant
    9. Changes to Plan of Operation
    10. Building and Safety Code
    11. State Fire Code Regulations
    12. R2 occupancies/R3.1 occupancies
12. Residents’ Rights
    1. Title 22,CCR, Division 6, Chapter 8, RCF, Article 8 – Resident Assessments, Fundamental Services, and Rights
    2. Statutory Personal Rights afforded by AB 2171
    3. Initial and ongoing staff training to ensure residents rights are fully respected and implemented
    4. Resident and family councils
    5. Basic Services