Assistant Vice President, Outpatient Services

The Assistant Vice President/Deputy position…

• Reports to the VP Outpatient Services.
• Is directly responsible for oversite and supervision of the Bellport, Suffolk Avenue/Islip and ORC Outpatient Facilities (Note: Sites directly supervised are subject to change).
• Assists as requested and/or in the absence of the VP in the oversite and supervision of other outpatient programs.
• With the VP, manages outpatient program development and growth.

The objective of the function is to alleviate some of the day-to-day operational responsibilities of the VP Outpatient, while also supporting the Outpatient Vice President in the…

• Strategic/conceptualization process.
• Implementation of the strategic objective/initiatives outlined in Outreach’s strategic plan.
• Reaching out to external sources and contacts.

The goal is to provide sufficient support to allow the VP Outpatient Services time to take a more strategic approach to managing their business while also more effectively…

• Maintaining an appropriate geographical presence.
• Placing increased focus on program and staff development, particularly at the manger level.

The Deputy’s operational duties, working closely with the VP Outpatient Services, include communicating with staff and coordinating its activities, addressing emergencies, developing personnel and participating in outside initiatives.

Additionally, the Deputy will act as a sounding board for the VP Outpatient Services and assist in strategizing and operationalizing “ideas/programs” as appropriate.

Staff Management and Development:

• Acts as the primary communication channel between the VP and the Directors in the day to day operations, addressing issues before they require VP involvement
• Promotes/coaches team work with Outpatient staff encouraging the formation of teams in addressing program development, quality of service improvement as well as other opportunities/challenges affecting the Agency's growth
• Interfaces with other areas of the Agency including…HR, Billing, Facilities Management and IT.
• Works with HR in addressing staff vacancies as well as filling new positions
• Participates with the VP in the “monthly supervision meetings”
• Develops managers by transferring the Deputy’s knowledge/experience of best practices to appropriate staff members
• Provides effective and efficient scheduling of staff to effectively operate the programs
• Manages personnel by interviewing, hiring, evaluating, supervising, and developing the most qualified individuals to work as direct service professionals
• Ensures time cards, payroll and personnel procedures are followed
• Fills Director’s role if a vacancy or extended leave of absence occurs

Leadership and Program Management:

• Models strong leadership through internal communication working with peers by sharing information and resources as well as working together to effectively problem solve
• Assumes additional responsibilities as delegated by the VP Outpatient Services to permit the VP to dedicate more time to:
• Internal and external strategic initiatives
• Maintain a “physical presence” in facilities managed as well as in internal and external activities such as committee participation
• Oversees program scope of service, design, scheduling, and ongoing program development
• Identifies opportunities for programs enhancement as well as new programs making recommendations and participating in the execution of these recommendations
• Shares with VP Outpatient Services responsibility for having “physical presence” in all facilities managed as well as in internal and external activities such as committee participation… ensuring that their “physical presence” is adequate and balanced in all geographic areas affected
• Monitors program census and patient day targets
• Tracks and evaluates service delivery and outcomes
• “Puts out fires” and sets up systems to avoid similar crisis in the future
• Participates with the VP to ensure the quality/effectiveness of the intake flow (from inquiries to assessments to treatment admission); influences marketing decisions (internal and external)
• Works collaboratively with the VP Outpatient Services in:
• Developing reports needed to manage the business as well as to respond to senior management information needs.
• Understanding the budgeting process, educating the staff while also participating in the development of specific budgets, as deemed appropriate by senior management.

• Accountable for physical plant oversight and management of Agency resources
• Responsible for oversight and management of food services
• Oversees community management and monitors the productivity of service delivery at the counselor level
• Ensures ongoing and accurate input of electronic data
• Represents the Agency on a county basis through relationships with referent agencies, schools, and courts

Compliance and Quality Assurance/Quality Improvement:

• Observes performance in the areas managed by VP Outpatient Services and makes recommendations to the Directors and VP as to improving performance/increasing efficiency.
• Understands and utilizes data (internal & external) to identify trends, highlight potential problems and arrive at solutions
• Uses all available data to assist VP Outpatient Services in effectively fulfilling their role in the QA/QI area.
• Monitors quality of care through reviews of service delivery and treatment outcomes
• Oversees scheduling of program meetings specific to, UR, Case Conference, Internal Audit, Etc.
• Ensures accountability for ongoing monthly reporting
• Participates in leadership meetings, QA/QI committees/ audits to ensure effective problem solving
• Monitors staff and client satisfaction surveys
• Sets and monitors services specific targets and outcomes
• Networks and collaborates with the outpatient areas in addressing challenges/opportunities for improving the quality of services being delivered while also cross-fertilizing the knowledge base
• Explores opportunities for service improvement/development by establishing networks/communications channels with other organizations

Strategic & External Support:

• Assists the VP Outpatient services in strategically looking at Outreach’s program offerings, ensuring QA/QI and conceptualizing new programs/services.
• Operationalizes initiatives resulting from the strategic process, regulatory mandates and QA/QI activities.
• Participates with VP Outpatient Services in outside initiatives including… committees, community activities that beneficially impact on Outreach’s continued growth as well as the industry in general.
• Works with VP Outpatient Services in establishing an external network to keep current on market trends, program innovations and regulatory changes.

Qualifications

• Advanced degree (LMSW, LCSW, LMHC or higher preferred), with at least 3-5 years of strong program management and supervisory experience… working with OASAS funded facility is a plus
• Excellence in organizational management with the ability to coach staff, manage, and develop high-performance teams, set and achieve program objectives
• Unwavering commitment to quality programs and data-driven program evaluation
• Strong networking and public relations skill with the ability to engage a wide range of stakeholders, populations, and cultures

Position Status

This is a full-time exempt position. Exempt employees are defined as employees who, based on duties performed and manner of compensation, shall be exempt from the Fair Labor Standards Act (FLSA) minimum wage and overtime provisions. Exempt employees are salaried and expected to work any hours above and beyond their regular schedule necessary to ensure completion of all tasks in a timely manner. This position may require additional hour as needed in response to program need, which included rotating weekend work.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.Must have ability to travel among assigned sites as needed. There may be long periods of standing, sitting, and computer usage.