Assistant Executive Director

 

Position: Assistant Executive Director

                           
Brief Description of Function: This Assistant Executive Director (AED) position is an Administrative position which will oversee significant components of Hedwig House, Inc. (HH) operations. This position will have Administrative responsibility for three (3) of HH’s Special Programs and also function as Director of Development for the organization. The individual in this position will serve as an adjunct and associate to the Executive Director of HH and assume the responsibilities of the Executive Director in his/her absence. As a significant member of HH Administrative team, they are expected to exercise independent judgment within the parameters of HH policies and practices. 
 
The AED will report to the Executive Director, and is expected to interact frequently with the Board of Directors. The individual in this position will serve on, and occasionally coordinate, the Hedwig House Management team. This is a full-time (37.5 hrs. per week) position and will be based in the Hedwig House administrative offices, currently in Norristown. The currently anticipated schedule will be Monday through Friday. This is an exempt position, and hours and schedule will be dependent upon demand. As with all positions within HH and the Commonwealth of Pennsylvania, this is an Employment at Will position.
 
THE DUTIES AND RESPOSIBILITIES FOR THIS POSITION ARE AS FOLLOWS:
Administration/ Management:
The individual in this position will be responsible for Administrative oversight of the three (3) Special Programs of Hedwig House. These are our Mobile Psychiatric Rehabilitation Program (Lansdale), our Special Housing Program (Norristown), and our H.O.P.E. Academy Program (Colmar). Currently, these programs serve approximately 90 individuals with capacity for growth. Staffing in these program areas currently includes 2 Program Directors, 4 direct service staff, and 1administrative staff.
 
Duties will include assuring that programs:
1.      advance the Mission of Hedwig House
2.      conform to prevailing regulatory requirements
3.      adhere to Psychiatric Rehabilitation and principals, values and philosophy
4.      meet relevant contractual obligations
5.      operate within budget
6.      provide safe environment for members/students and employees
 
Duties will require monitoring and planning in regard to:
1.      budget of programs
2.      development of collective and individual Goals and Objectives for programs
3.      staffing needs and other Personnel issues within programs
4.      physical plant and equipment needs of the programs
5.      program census, referrals, capacity, and outcomes
6.      member/student empowerment, progress and satisfaction within programs
7.      cooperation and collaboration among programs
8.      review of all Unusual Incident Reports from Special Programs and implementation or recommendation of necessary corrective action
9.      Quality Assurance of services and required record keeping within primary assigned program areas and may be asked to assist, in this regard, in other HH program areas
 
The AED will be an active participant in any discussion regarding special Certification for HH programs. They will partner with the Executive Director and Management team regarding certification or other accreditation of HH programs. This responsibility may require additional personal training and/or personal certification in models or methodology related to Certification decisions.
 
Staff Supervision:
The AED position will provide direct administrative and clinical supervision to a maximum of three (3) Program Directors (PD) in HH’s Special Programs areas, and may be assigned direct supervision of other staff, interns or volunteers.
 
Specific Supervisory responsibilities will include:
1.      interviews and recommends for hiring for all vacancies at the Special Programs Program Director level
2.      oversees the recruitment efforts, interviewing, and recommendations by the relevant Program Directors for Special Programs vacancies
3.      consults with Special Programs Directors regarding Personnel matters and assures appropriate PD’s supervision of related staff, including, when necessary, staff performance evaluations and remedial or disciplinary actions
4.      provides individual monthly supervisory sessions and gives direction to Special Programs Program Directors consistent with individual PD’s academic background, experience and needs
5.      monitors, recommends and facilitates the on-going staff development of PD’s and Special Programs staff to assure professional growth and competencies to provide effective and proficient services for members/students
6.      evaluates the work performance of PD’s annually or as otherwise required by HH Personnel Polices
7.      applies and monitors adherence to HH Personnel Polices and applies privileges, incentives and disciplinary actions consistent with those policies
 
Direct Services:
This position is not expected to have specific responsibilities for direct services to members/students, but will have frequent interactions with them. The individual in this position is expected to have competencies in direct service areas in order to train and advise staff at all levels regarding direct service skills. 
 
The AED will be expected to advise and assist PD’s and other staff, and may provide direct intervention regarding member/student crisis and/or disciplinary issues. 
 
AED may substitute for staff in an emergency, or may co-lead or lead member/student events or classes for training or special need purposes. 
 
AED may be available for after-hour consultation with “on-call” staff regarding serious member/student issues. 
 
AED will investigate every member/student complaint and grievance originating within the Special Programs of Hedwig House, and inform, advise and make necessary recommendations to the Executive Director and/or Board of Directors.
 
Documentation/Paperwork:
The AED will oversee the collection, analysis, and reporting of program data from Special Programs and will assure the quality and timeliness of required member/student records and program documentation.
 
AED will determine which data is necessary to monitor programs.
 
AED will be proficient in the HH Management Information System (Epitomax).
 
AED will provide reports regarding programs as may be required by funding sources, Board of Directors or Executive Director.
 
AED will provide Quality Assurance of services and record keeping within assigned programs and may be asked to assist, in this regard, in other program areas.
 
AED may be required to write Proposals, program descriptions or other funding applications as may be required for the continued funding, expansion or specialization of Special Programs or services.
 
Development Activities:
The AED will create and implement the organization’s annual Marketing and Development plan and play an important role in the development of the Agency Strategic Plan. This includes the following duties:
  1. write grant proposals (target 150K in applications, year 1) and related reports to foundations (targets for subsequent years will mutually determined annually)
  2. cultivate relationships with current and potential foundations and referral sources resulting in an increase in funds, and/or program census, and/or viable employment opportunities for our program participants
  3. train/Lead other staff to support HH fundraising and marketing efforts
  4. generate Public Relations opportunities for the agency and publicize agency events
 
Community Relations:
The AED will be assigned to represent and be spokesperson for HH at a variety of community meetings, committees, and taskforces and will be expected to accurately and consistently articulate HH’s Mission, Principals, function, programs, accomplishments and the policies of the Board of Directors and Administrative position in a clear, responsible manner.
AED will attend county, funding source, regulatory agency and other community meetings.
 
AED may represent HH in local and statewide Providers organizations.
AED will maintain appropriate liaison, communication and collaborative working relationships with area mental health agencies and other community resources.
 
Travel and Transportation:
Consistent with oversight responsibilities, the AED will be expected to visit Special Program sites with some regularity. As with all Hedwig House program staff, the AED is required to maintain a valid Driver’s License and driving record acceptable and insurable by HH insurance carriers to operate HH vehicles as necessary.
 
Supervision, Meetings and Professional Development:
This position will report to the Executive Director of HH and will:
  1. meet regularly with Executive Director and Director of Fiscal Programs
  2. attend monthly Management Staff meetings and internal or community meetings necessary for the fulfillment of programmatic and administrative responsibilities, or as directed by Executive Director to represent HH
  3. conduct training meetings as necessary
  4. participate in in-service training and outside continued education, seminars, and workshops to maintain and enhance skills and competencies (Continued Education must be at least consistent with minimum requirements of funding or credentialing sources.)
  5. must obtain and/or maintain licensing, certification, or other credentialing that is or may be required by assigned duties or HH policy
 
Other duties as may be requested by the Executive Director or Board of Directors
 
Agency Requirements:
Follow policies and procedures of the agency, including administrative, clinical, quality assurance and personnel.
Maintain good attendance (daily, meetings and other assigned tasks).
Maintain timely documentation of all work assignments and unusual incidents for risk management.
Routinely keep supervisor informed about attendance and job assignments.
Work cooperatively with peers.
 
Qualifications:
Education
A minimum of a bachelor’s degree in a Human Services field (Master’s degree preferred)
A minimum of five (5) years of work experience in mental health services
Certification in psychiatric rehabilitation or eligibility to pursue certification as defined by USPRA
 
Skills/Abilities
Able to demonstrate strong clinical/administrative supervisory skills
Able to demonstrate success in program management and agency Development activities, including grant writing, strategic planning, fundraising and marketing efforts
Able to demonstrate an understanding of the principles of recovery and recovery-oriented services
Able to work with service recipients, their families, other providers, and staff in a manner that demonstrates sincere respect and concern
Possesses and is able to maintain valid driver’s license/safe driving record
 
Supervision: Reports to Executive Director
 
Job Relationships:
Hedwig House staff and Board of Directors
Outside agency staff, i.e. county/state/MCO personnel, community human service organization and resource staff, etc.
 

 
Starting salary $50,000 to $55,150
To apply, please foward a cover letter and resume to Karen Bitting, Executive Director. 
Fax: (610) 279-1498 
Mail: 904 DeKalb Street, Norristown, PA  19401
No phone calls please.