Program Manager

Description

Revised: October 13, 2026

Status: Exempt

Department: Program Administration / Residential Operations

Location: 2100 Napa Vallejo Hwy Building 253 M1/M2 Napa CA 94585

Annual Salary Range: PM1 $74,880 - $91,520, PM2 $93,600 - $135,200

Direct Supervisor: Program Director

Direct Reports: Residential Services Manager, Clinical Manager

Job Summary

The Program Manager oversees the daily staff, administrative workflows, operational resources, and regulatory compliance supporting ARS substance use disorder (SUD) treatment programs, clinical teams, and facility-based services. Working under the direction of the Chief Operations Officer, the Program Manager identifies operational needs, resolves program friction points, and coordinates facility operations to maintain program capacity, quality client care, and organizational standards.

Success in this role requires sound administrative judgment, discretion, effective cross-departmental communication, and the ability to equip direct reports and program staff to execute standard operating procedures. The Program Manager ensures program compliance with California Department of Health Care Services (DHCS) licensing standards, organizational policies, contractual requirements, and Incidental Medical Services (IMS) regulations where applicable.

Essential Functions

1. General Program Operations & Supervisory Oversight

• Staff Leadership & Supervision: Supervise assigned direct reports (including the Residential Services Manager and program administrative staff), establishing clear performance expectations, conducting coaching, evaluating job performance, and managing progressive discipline.
• Capacity & Occupancy Management: Monitor program capacity and coordinate admissions and census tracking to maintain appropriate facility occupancy while supporting quality client care.
• Client Care & Intake Coordination: Oversee client intakes, room/bed assignments, transfers, and step-down or discharge planning in consultation with the Clinical Team and program supervisors.
• Recordkeeping & Chart Quality: Oversee the completeness, accuracy, and timely maintenance of client charts, personnel records, electronic health record (EHR) entries, and required state reporting systems within assigned areas of responsibility.
• Facility & Resource Coordination: Monitor program facilities, supplies, nutrition, and physical plant conditions, coordinating maintenance and supply needs with responsible departments to maintain safe, clean, and compliant environments.
• Cross-Departmental Collaboration: Facilitate structured coordination between program operations, clinical services, medical/nursing staff, administrative departments, and executive leadership.

1. Incidental Medical Services (IMS) & Clinical Operations Management

• IMS Program Governance: Oversee facility operational systems to ensure full alignment with DHCS licensing regulations and ARS Incidental Medical Services (IMS) policies across all applicable categories (medical history screening, health status monitoring, testing, treatment support, medication oversight, and withdrawal management support).
• Medical & Health Services Oversight: Ensure established operational protocols are in place for client health screenings, routine health status monitoring, vital signs tracking, and emergency medical escalation, coordinating closely with licensed Health Care Practitioners (HCPs) and Clinical Leadership.
• Medication Systems & Physical Plant Compliance: Oversee program medication storage protocols—including double-lock medication security, locked narcotic storage, MAR audit controls, and IMS room physical plant standards—ensuring staff adhere to nonmedical medication oversight policies.
• Care Coordination & MAT Support: Ensure program pathways support client access to Medications for Addiction Treatment (MAT), Narcotic Treatment Programs (NTPs), and external healthcare providers, eliminating administrative barriers to client care.

1. Regulatory Compliance, Quality Assurance & Risk Management

• Licensing & Staffing File Compliance: Maintain required facility licensing files, ensuring current DHCS staffing disclosures, Health Care Practitioner acknowledgements , professional licenses, and staff training documentation are complete and up to date.
• Quality Control & Auditing: Conduct routine quality assurance reviews of client records, medication logs, and facility documentation; participate in periodic operational audits and physical plant inspections to identify and resolve compliance gaps.
• Incident Reporting & State Notifications: Ensure timely completion and escalation of internal incident reports, mandatory state notifications (DHCS filings), and regulatory communications regarding critical events, medical transfers, or policy updates.

Requirements

Job Requirements

• Bachelor’s degree in Healthcare Administration, Human Services, Social Work, Business Administration, or a related field.
• Minimum of five (5) years of administrative or supervisory experience in alcohol and drug treatment programs, with demonstrated knowledge of program operations.
• Thorough knowledge of DHCS Title 9 residential licensing regulations, Incidental Medical Services (IMS) standards, MAT requirements, and applicable labor laws.
• Solid understanding of the recovery process, substance use disorder treatment dynamics, level of care considerations, and trauma-informed program management.
• Proven ability to manage, coach, and hold direct reports accountable while fostering a collaborative, supportive workplace culture.
• Proficiency in electronic health record (EHR) systems, Paylocity/HRIS tools, data reporting, and Microsoft Office applications.
• Valid California Driver’s License and clean driving record.
• Successful completion of required background screening (DOJ/FBI).
• Current tuberculosis (TB) clearance and physician health screening.
• Current CPR and First Aid certifications.

Physical Requirements & Working Environment

• Work is performed in administrative offices and residential/outpatient program facilities, involving regular interaction with employees, clients, medical professionals, and state representatives.
• Duties involve computer use, record reviews, attending meetings, and moving throughout program facilities; ability to occasionally lift and move supplies weighing up to 29 pounds.
• Operational environment includes interruptions, competing priorities, and situations requiring timely responses, professional judgment, and strict confidentiality.
• Essential functions may be performed with or without reasonable accommodation.