Program Operations Manager

Pauline & Thomas Healthcare; Smyrna (TN); On-site; USD 54,000 - 66,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

Dental insurance

Life insurance

Employee incentives

Job summary

Pauline and Thomas Healthcare, Inc. is seeking a Program Operations Manager to oversee residential, health, financial, staffing, and administrative services while promoting independence and quality of life for individuals served.

The role includes supervising direct care staff, coordinating services, managing financial records, and ensuring HIPAA and governing regulations compliance. Full-time, in a nonprofit setting with on-site work in Smyrna, TN.

Qualifications

• Bachelor's degree in business, finance, healthcare administration, social services, or related field.
• Minimum two years in a management position.
• Valid driver's license, automobile insurance, and reliable transportation.
• Ability to pass required background and employment checks.

Responsibilities

• Oversee residential services and ensure compliance with Person-Centered Support Plans.
• Promote safety, dignity, independence, rights, and well-being of individuals served.
• Supervise, coach, schedule, and support Direct Support Professionals.
• Respond to callouts, staffing shortages, emergencies, and on-call concerns.
• Monitor service documentation, Medication Administration Records, home safety, meals, supplies, and community activities.
• Coordinate medical, dental, and behavioral health appointments.

Skills

Leadership

Organization

Communication

Time management

Confidentiality

Emergency response

Microsoft Office

Education

Bachelor's degree in business/finance/healthcare administration/related field

Tools

Microsoft Office

Electronic scheduling software

Payroll software

Documentation systems

Accounting software

Job description

Pauline and Thomas Healthcare, Inc. (PTHC) is a nonprofit organization serving individuals with intellectual, developmental, and physical disabilities. We are seeking a Program Operations Manager to oversee residential, health, financial, staffing, and administrative services while promoting the independence, safety, rights, and quality of life of the individuals served.

Compensation and Benefits

• Pay: $30.00 per hour
• Status: Full-time, hourly
• Schedule: Monday through Friday, 40 hours per week, including eight paid on-call hours
• Medical, vision, dental, life insurance, and other employee incentives

The work schedule may vary based on staffing needs, emergencies, health concerns, and other program requirements.

Position Summary

The Program Operations Manager supervises direct care staff, coordinates residential and health services, manages individual financial records, oversees staffing and training, and ensures compliance with Person-Centered Support Plans and applicable regulations. This position works closely with individuals served, families, guardians, support coordinators, healthcare professionals, service providers, and the administrative team.

Essential Responsibilities

• Oversee residential services and ensure compliance with Person-Centered Support Plans.
• Promote the safety, dignity, independence, rights, and well-being of individuals served.
• Supervise, coach, schedule, and support Direct Support Professionals.
• Respond to callouts, staffing shortages, emergencies, and on-call concerns.
• Monitor service documentation, Medication Administration Records, home safety, meals, supplies, and community activities.
• Conduct supervisory visits, fire drills, inspections, and safety reviews.
• Monitor health needs, medications, treatments, and medical documentation.
• Administer medications and authorized treatments within certification requirements.
• Coordinate medical, dental, and behavioral health appointments.
• Maintain accurate individual financial records, receipts, bill payments, budgets, and monthly reconciliations.
• Complete required financial reports and identify or correct discrepancies.
• Assist with payroll reviews, bookkeeping, financial reporting, and Board reports as requested.
• Coordinate employee recruitment, screening, hiring, orientation, training, evaluations, and retention activities.
• Monitor employee attendance, leave, overtime, credentials, certifications, and required training.
• Maintain accurate and confidential employee, financial, health, and program records.
• Cooperate with audits, investigations, inspections, and regulatory reviews.
• Ensure compliance with HIPAA, HITECH, Protection from Harm requirements, applicable laws, and organizational policies.

Minimum Qualifications

• Bachelor's degree in business, finance, human resources, healthcare administration, social services, organizational leadership, or a related field.
• (2) two years in a management position.
• Valid driver's license, automobile insurance, and reliable transportation.
• Ability to pass required background and employment checks.
• Ability to work a flexible schedule, participate in on-call coverage, and work in office, residential, and community settings.

Preferred Qualifications

• (2) two years of experience working with programs overseen by the Tennessee Department of Disability and Aging.
• Current Tennessee DDA-approved medication administration certification.
• Experience supporting individuals with intellectual, developmental, or physical disabilities.
• Supervisory or program-management experience in disability services.
• Experience recruiting, training, scheduling, and supervising Direct Support Professionals.
• Experience with bookkeeping, payroll auditing, account reconciliation, financial reporting, or accounting software.
• Knowledge of Person Centered Support Plans, Medication Administration Records, Protection from Harm requirements, healthcare coordination, and residential-service standards.

Required Skills and Abilities

• Strong leadership, organization, communication, and time-management skills.
• Ability to supervise employees, manage multiple priorities, and meet deadlines.
• Ability to maintain confidentiality, exercise sound judgment, and respond calmly during emergencies.
• Ability to reconcile financial records and accurately calculate medication dosages.
• Proficiency with Microsoft Office and electronic scheduling, payroll, documentation, and accounting systems.
• Ability to communicate effectively with individuals, families, employees, providers, and external agencies.

Physical Requirements

• Ability to regularly walk, stand, bend, kneel, climb, crawl, stoop, and squat.
• Ability to lift or assist with lifting at least 50 pounds.
• Ability to travel between offices, residential homes, appointments, and community locations.
• Ability to provide physical assistance during emergencies or as required by an individual's support plan.

Pauline and Thomas Healthcare, Inc. is an Equal Opportunity Employer.