House Manager - Residential

Position(s) Supervised: Lead Direct Support Professional and Direct Support Professional

Position Summary: The House Manager oversees assigned residential programs by directly supervising Lead DSPs and DSPs, conducting on-site observations, and ensuring compliance with organizational processes and procedures. This role ensures that resident support needs are met and that residential programs operate in alignment with federal and state regulations, Heart Havens’ mission and core values, and internal policies. A passion for supporting adults with developmental disabilities is essential for success in this position.

Essential Functions:

• Oversee daily operations of the residential program, ensuring compliance with Heart Havens’ policies, procedures, and regulatory requirements.
• Ensure the home remains in a safe condition, promptly reporting maintenance issues and monitoring their resolution.
• Collaborate with the Regional Program Manager to evaluate and improve program performance, focusing on resident care, satisfaction, and regulatory compliance.
• Develop and submit monthly staff schedules to the Regional Manager to ensure adequate coverage while effectively managing staff hours.
• Provide direct support to residents as needed, including medication administration, assistance with Activities of Daily Living, engagement in meaningful activities, and completion of required documentation.
• Communicate hiring needs and staffing concerns to the Regional Program Manager.
• Supervise and provide guidance to Lead DSPs and DSPs in daily operations.
• Conduct supervision meetings, complete performance evaluations, and provide remedial training as needed.
• Address staff performance concerns, seek guidance from the Regional Program Manager, and implement approved corrective actions.
• Maintain effective communication with the Regional Program Manager to ensure clarity of expectations and proper implementation of processes.
• Serve as the primary contact for Support Coordinators, family members, substitute decision-makers, healthcare providers, and vocational staff.
• Recommend residential staffing plans to the Regional Program Manager for approval.
• Facilitate monthly staff meetings, incorporating training on staff competencies, resident support needs, and organizational policies.
• Review and ensure accuracy of daily resident documentation, including checklists, medication records, and shift reports.
• Schedule and facilitate individual support team meetings as needed.
• Participate in the development of Individual Support Plans (ISP), complete required documentation, and communicate critical updates.
• Monitor and support implementation of resident support plans, retraining staff as needed.
• Advocate for residents in SIS meetings, ensuring support levels accurately reflect their needs.
• Ensure documentation is completed per policy, and provide staff with constructive feedback, as needed.
• File and maintain records in OneDrive, Therap, and program binders.
• Supervise medication management, including monitoring the QuickMAR system, ensuring medication availability, and verifying pharmacy records.
• Conduct routine medication audits to ensure compliance with regulations and policies.
• Enter and review incident reports (GERs), implement immediate follow-up actions, and escalate serious incidents to the Regional Program Manager.
• Conduct interviews for vacant staff positions and provide hiring recommendations to HR.
• Oversee and conduct staff orientation, ensuring training on resident needs, medication administration, and competency requirements.
• Respond to residents’ changing health and behavioral needs by obtaining necessary referrals and communicating updates to the support team.
• Manage resident health records, ensuring accuracy in diagnoses, medications, and medical history.
• Schedule and attend medical appointments, document outcomes, complete follow-ups, and communicate critical health information.
• Support resident intake and discharge processes as directed by leadership.
• Participate in the organization’s on-call rotation to address urgent issues and incidents.
• Maintain compliance with DBHDS serious incident reporting guidelines.
• Address staff scheduling issues and provide direct care coverage when necessary, including overnights and weekends.
• Enter individual attendance records to ensure accurate financial billing.
• Approve timesheets, time-off requests, and expense reports in accordance with company policies.
• Manage house petty cash, Heart Havens credit cards, and resident spending money, ensuring accurate recordkeeping and reconciliation.
• Approve meal menus that incorporate resident preferences and dietary needs, and ensure staff document any modifications.
• Review activity calendars for residents, verifying incorporation of individual and group activities based on preferences and ISP goals.
• Oversee grocery shopping, including list preparation and purchasing within budgetary guidelines.
• Ensure resident adaptive equipment is obtained, maintained, and in working order as outlined in ISPs.
• Adhere to organizational budgetary guidelines when utilizing Heart Havens funds.
• Respond to individual and program site emergencies as needed.
• Perform other job-related duties as assigned.

Education and Experience:

• 2-year degree in Human Services or related field with a minimum of 3 years related leadership experience; or an equivalent combination of education, training, and experience. Must have 5 years of related leadership experience if using experience to replace degree requirement.

Qualifications and Expectations:?

• Valid Virginia driver’s license??

Required Knowledge, Skills, and Abilities:

• Demonstrate Heart Havens’ mission and values through daily actions and leadership.
• Work independently with minimal supervision.
• Strong knowledge of person-centered planning and residential program management.
• Excellent supervisory skills, including the ability to provide recognition and constructive feedback.
• Strong written communication skills for report preparation and cross-departmental collaboration.
• Effective verbal communication skills to build and maintain relationships with internal and external stakeholders.
• Foster a welcoming, motivating, and team-oriented work environment.
• Effectively manage responsibilities and prioritize conflicting deadlines.
• Implement and adhere to Heart Havens' policies and procedures, as well as state and federal regulations.
• Proficiency in Microsoft Word and Excel.
• Maintain required certifications, including Therapeutic Options, Medication Administration, and First Aid/CPR/AED.
• Ability to provide direct support, which:
• Requires cross training at group home locations within region
• May require behavior management interventions
• May require supporting individuals with Activities of Daily Living (ADLs)
• May require driving up to 8 hours
• May require frequent bending, stooping, squatting, reaching and walking
• May require standing up for up to 8 hours
• May require lifting at times, up to 25 pounds