Exempt/Nonexempt Status: The Program Supervisor position is a non-exempt position.

Reporting Structure: The Program Supervisor reports directly to the Chief Operating Officer (COO).

Position Summary: To serve as the direct supervisor to the Direct Support Professionals (DSP). To assist the Chief Operating Officer in administering the general functions of the CILA and Children’s Group Homes (CGH) programs.

Working Conditions & Physical Demands: The Program Supervisor position requires the ability to climb, balance, stoop, kneel, crouch, reach, stand, walk, push, pull, lift, grasp, fine motor manipulations, talk, hear and complete repetitive motions. The Program Supervisor position can entail standing for significant periods of time. This position requires the ability to exert up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects. The position involves working in indoor and outdoor environments. The position involves supporting people served in the home and in the community and involves frequent driving.

Schedule: The Program Supervisor is a full-time position. The Program Supervisor must work a minimum of 8 hours per shift (unless splitting a day is approved by the Chief Operating Officer), a minimum of 40 hours per week, and a minimum of 80 hours per pay period.

The Program Supervisor spends a significant amount, if not all, of their time working hours in the homes and in the community, directly with the individuals supported and Direct Support Professionals. Achieving this involves working weekly evening hours and monthly weekend hours.

The Program Supervisors will create their schedules each pay period utilizing a self-scheduling system. Weekly shift and site assignments will be determined based on the needs of the people served, schedules, and staffing. Shifts will occur when individuals served are present in their homes. The Program Supervisors will meet with the COO and Schedulers every two weeks to determine and approve their schedules for the pay period.

Schedules will include primarily evening and routine weekend hours. Hours may change based on the needs of the schedules. Scheduling changes must be pre-approved by the COO in writing.

Additional weekend and evening hours will also be necessary based on emergencies and on-call responsibilities. The Program Supervisor shares an on-call rotation with the other Program Supervisors and other Program Managers.
The COO may assign a Program Supervisor multiple sites or a single site to supervise, based on the needs of the people we serve and the DSPs.

Telecommuting: Telecommuting is not approved for this position for regularly scheduled hours.

Essential Requirements:

  • Possess a high school diploma or GED.
  • Must meet all of the requirements and be able to perform all of the essential job functions of the DSP position.
  • Must beat least 21 years old.
  • Must take and successfully pass the S-TOFHLA test.
  • Successfully complete at least one-year of experience directly serving people with developmental disabilities preferred.
  • Demonstrate excellent communication and writing skills.
  • Must possess a valid driver’s license and have reliable transportation. Maintain eligibility to be a Center approved driver (DCFS, DHS, and Insurance approval clearance).
  • Must successfully pass all required background checks.
  • Must possess/demonstrate excellent organizational, creative, and critical thinking skills, as well as the ability to manage multiple tasks at once.
  • Must be able to meet the physical demands described in the Working Conditions & Physical Demands section of this profile.
  • Site Supervisors will complete and maintain all DSP training requirements including annual re-training and medication administration privileges for all of the sites on their caseload.
  • Must have in-depth knowledge of the program requirements described below:

BALC – Bureau of Accreditation Licensure and Certification
BER – Behavior Event Record
BSP – behavior Support Plan
BQM – Bureau of Quality Management
COO – Chief Operating Officer
DCFS – Department of Children and Family Services
DHSDDD – Department of Human Services Division of Developmental Disabilities
DSP – Direct Support Professional

Essential Job Functions:
Note: The program Supervisor has all the responsibilities, job functions, and requirements of the Direct Support professional position when serving in that capacity.

Direct Supervision of DSPs

  • Via on-site visits, determine that DSPs are providing people served the assistance needed to maintain clean bodies, clean teeth, have their hair styled
    based on their preference, and are dressed in clean, well fitting, weather and activity appropriate clothing that is in good condition.
  • Via on-site visits, determine that DSPs are performing consistently in accordance with each person served’s person-centered service plan, implementation strategies, and behavior support plan (if applicable).
  • Via on-site visits, determine that DSPs working the home are completing all activities defined in the applicable shift checklists.
  • Provide DSP’s monthly positive reinforcement via commendations and acts of appreciation.
  • Work with DSPs to coordinate community outings, special events such as Special Olympics, Prom, and Holiday celebrations and attend when needed.
  • Conduct On the Job Training (OJTs) with DSPs. Ensure that required documentation of OJT is completed within the first 90 days of employment.
  • Conduct coaching with DSPs as needed to address performance discrepancies and to help guide the DSPs to successful careers with the GBFC.

DSP Scheduling

  • Handle all scheduling calls that occur after business hours, on weekends, and on holidays.
  • Transfer DSPs as needed to ensure schedule coverage.
  • Ensure that DSPs are qualified to work a home before transferring them.

Home Management

  • Conduct regular, in-person home inspections to ensure that people served are safe and happy and that homes meet licensing requirements for safety, cleanliness, quality, and person-centeredness. The frequency of inspections will be set by the Chief Operating Officer but will be no less than monthly for each home.
  • Work with the Operations Coordinator to ensure that home maintenance needs are addressed promptly.
  • Via on-site visits, determine that DSPs have the resources and supplies they need to implement our mission and fulfill their job responsibilities.
  • Via on-site visits, determine that DSPs are keeping the assigned home(s) clean, smelling good, organized and in good repair.
  • Assist with all home inspections conducted by regulators. This can include preparing homes and leading tours.

Behavioral Supports

  • Remind DSPs to complete BERs after behavioral incidents occur.
  • Remind DSPs to read and implement BSPs.

Emergency Drills

  • Program Supervisors must conduct and document emergency drills in accordance with Policy 303 of the Goldie B Floberg Center Program Manual (Fire, Weather, Intruder, Client Mistreatment, Earthquake) for all Group Homes and CILAs. The ND is responsible for entering the drill results into the google drive under “Emergency Drill Reports”. The Program Supervisors will ensure that 12 months worth of fire drills are printed posted at every site in the folder
    attached to the basement sprinkler per the Fire Marshal.

    • Drill Frequency and Documentation: For all drills the following data must be recorded on the drill tool: date, start time, end time, total time to evacuate/respond, clients and staff members present, and any areas in need of correction, modified supports, or retraining.
    • Fire Emergency: Evacuation procedures will be practiced at least once per month in residential sites and once per quarter in the Adult Learning Program. Drills will be conducted on every shift at least once a year.
    • Weather emergencies: Evacuation procedures will be practiced at all program sites at least once per month in residential sites and once per quarter in the Adult Learning Program.
    • Armed intruder: Intruder procedures will be practiced at all program sites at least once per quarter.
    • Person served elopement: Elopement response procedures will be practiced at all program sites at least once per quarter.
    • Earthquake: Earthquake response procedures will be practiced at all program sites at least once per quarter.
    • Person served Mistreatment: Procedures will be practiced at all program sites at least once per quarter.

Other Responsibilities

  • Complete follow-up related to the completion of GERs, BERs or other documentation for the assigned program as assigned by the COO or a QIDP
  • Perform all responsibilities taught in the supervisor class and on-the-job training program.
  • Share on-call responsibilities with fellow Program Supervisors.
  • Attend Community Support Team Meetings (CSTs) as needed based on behavioral, health, staffing, and environmental changes.
  • Keep a telephone log of each phone call made and received while on duty. List date and time of phone call, who called or who you called and a summary of
    what the conversation was about. Phone numbers need to be recorded for all outgoing calls.
  • All other duties as assigned by the COO or President/CEO.