Program Administrator

Description

Position: Program Administrator (Admin)

Location: Oliver House

Employment Status: Full-Time, Exempt (Salary)

Reports to: Associate Director of Residential Supports

LEAP is seeking qualified internal candidates for the role of Program Administrator for Oliver House. The Program Administrator (Admin) is responsible for the daily operations, leadership, and oversight of a licensed Section 21 residential group home. The admin ensures compliance with all applicable Maine Department of Health and Human Services (DHHS) regulations, federal requirements, and LEAP policies. This role supervises and supports Direct Support Professionals (DSPs), maintains program quality, coordinates resident care within the program and in collaboration with other service providers, and ensures the health, safety, and well-being of all individuals served.

Key Responsibilities:

Program Leadership & Implementation

Provide leadership and day-to-day management of the residential program, ensuring a safe, supportive, and person-centered environment.

Supervise, coach, and evaluate Direct Support Professionals and other assigned staff, promoting professional development and accountability.

Manage scheduling, payroll timecard and time off approvals, and staffing coverage to ensure continuity of care.

Support organizational initiatives, including staff training, accreditation efforts, and continuous improvement projects.

Compliance & Quality Assurance

 Ensure compliance with Maine Section 21 licensing requirements, DHHS regulations, Medicaid/Medicare standards, and LEAP policies.

Participate in audits, inspections, and quality assurance reviews; implement corrective actions as needed.

Promote compliance with OSHA safety standards, HIPAA, and LEAP’s Mutual Respect and Anti-Harassment policies.

Maintain accurate program records, including incident reports, staff training files, medication administration records, and financial documentation.

Resident Care & Support

Develop, implement, and monitor individual service plans (ISPs) in collaboration with case managers, families, and interdisciplinary teams.

Coordinate medical, behavioral, and personal care supports for residents, ensuring documentation and follow-through.

Ensure the health, safety, and well-being of all individuals served.

Work Direct Care shifts/hours as needed or directed.

Stakeholder Engagement & Communication

Serve as a liaison with families, guardians, case managers, and community partners.

Communicate effectively with staff and leadership regarding program needs, resident concerns, and operational updates.

Requirements

Required Education & Experience:

High school diploma or equivalent required; associate or bachelor’s degree in human services, social work, psychology, or related field preferred.

Minimum of 2 years of experience working in residential services for individuals with intellectual/developmental disabilities or related experience preferred.

Prior supervisory or leadership experience is required, experiencinge managing a team in a residential home is strongly preferred.

Valid driver’s license with acceptable driving record required.

Must meet all background check, fingerprinting, and DHHS Child/Adult Protective Services clearance requirements.

Skills & Competencies:

Strong leadership, team-building, and conflict-resolution skills.

Knowledge of Maine Section 21 regulations, DHHS policies, and Medicaid documentation standards.

Excellent written and verbal communication skills.

Ability to manage time, prioritize tasks, and respond effectively in crisis situations.

Proficiency with Microsoft Office Suite and electronic health record (EHR) systems preferred.

Commitment to person-centered planning, dignity of risk, and supported decision-making principles.

Physical Demands:

- Work Alone: Independently provide support, supervision, and care to individuals served during assigned shifts, which may include working alone without direct supervision or assistance from other staff. This may include remaining awake overnight for up to 12 consecutive hours if assigned to such work.

- Operate Motor Vehicle: Drive company vehicles while transporting individuals to and from appointments and events that are both local and regional (up to 100 miles one-way).

- Sitting: Ability to sit and remain in a seated position for an extended period of time (up to 1 hour) as required to lead staff meetings, attend meetings, trainings and accomplish computer-related tasks. 

- Stand and Move: Ability to stand and remain mobile for extended periods of time (up to 6 hours) as required to provide direct care, support and supervision in a variety of settings.

- Climb Stairs: In certain work assignments this role must access and move throughout multi-level residential homes, including climbing stairs, as required to support individuals and perform daily job duties.

- Bend and Twist: Perform physical tasks associated with direct care and household duties, which may include bending, twisting, reaching, and other movements necessary to assist individuals with mobility, personal care, and daily living activities.

- Lifting, Pushing and Pulling: Perform physical tasks such as lifting, pushing, and pulling household items and supplies (up to 50 pounds) as part of providing care and maintaining a safe, clean-living environment for individuals served.

- Maneuvering Wheelchairs: Must be able to push or pull an adult in a manual wheelchair, which may require exerting up to 100 pounds of force, depending on the individual’s weight and environmental factors (e.g., ramps, carpeted areas, outdoor terrain).

- Assisting Others: Assist residents with safe transfers and mobility, including helping individuals move from seated to standing positions and from standing to walking, using proper techniques and equipment as needed.

- Restraining Others: In rare and extreme situations, physically assist or restrain individuals to ensure their safety and the safety of others, following agency policies, training, and applicable laws.

- Mental Acuity: Maintain sufficient cognitive abilities, including attention to detail, ability to communicate accurately in the written form, sound judgment, and the capacity to respond promptly and appropriately in varied and sometimes urgent situations, to ensure the safety and well-being of individuals served.

- Hearing, Seeing & Speaking: Ability to see, hear, and communicate effectively in order to observe individuals served, respond to their needs, and interact clearly with clients, team members, and others.

- Use of Phone, Computer, and Electronic Devices: Ability to read, write, and complete job tasks using a phone, computer, and other electronic devices, which may include scheduling, approving employee timecards, documentation & reports, and any other tasks necessary to perform daily job duties.

- Infectious Disease and Personal Protective Equipment: Ability to wear personal protective equipment (PPE) for extended periods (may require reduction or removal of fascial hair for proper fit) as exposure to infectious diseases and adherence to universal precautions may be required.

Typical Work Conditions:

Work is performed in an office setting, on-site, residential environments such as single-family or multi-level homes and apartments as well as time driving in personal automobiles. Required to stand, walk, sit; talk to hear, both in person and on telephone; use hands and fingers to handle and/or feel objects or controls; ability for visual and gestural communications; reach with hands and arms. Regularly required to stoop, kneel, bend, crouch, twist torso and climb stairs.