Program assistant Jobs in Ontario, CA

Senior Program Manager ADCs

The Oparc Mission:

Oparc believes that all individuals deserve the human right to be valued members of society regardless of their intelligence or physical capabilities. Oparc exists to make training, employment, and social opportunities available and to be the champion for thousands of people with disabilities in Southern California.

General Statement of Function:

The Senior Program Manager ADCs provides supervisory leadership, case management oversight, and quality assurance for licensed programs, directly supervising four (4) Program Managers. This role combines day-to-day program leadership with case management continuity, regulatory compliance, and continuous quality improvement (CQI), ensuring uninterrupted, high-quality, person-centered services across assigned sites including routine and unannounced site observations, incident trend analysis, and corrective action follow-through for licensed programs. The Senior Program Manager ADCs works in close partnership with the Senior Program Manager- Summit Services division to provide monthly quality and compliance summaries to the Director of Licensed Programs.

Essential Functions:

Program Supervision & Leadership:

• Directly supervise four (4) Program Managers across licensed programs, providing coaching, performance management, and day-to-day leadership.
• Serves as the point of escalation for Program Managers on program operations, staffing, and participant service issues.
• Support Program Managers in aligning day-to-day operations with Oparc's mission, goals, and person-centered practices.
• Monitor program areas for safety, organization, and compliance with health and environmental standards.
• Maintain a thorough understanding of each supervised program's needs and support implementation of individualized, person-centered programming.
• Provide timely response to urgent participant needs, service changes, or compliance-related deadlines.

Case Management Support & Consistency:

• Provide guidance, coaching, and technical support to Case Managers, including serving as a licensed program primary resource for the case management system, and providing oversight of system-related functions such as user support, troubleshooting, data integrity, and documentation standards.
• Support the alignment of person-centered service plans with participant goals, needs, and requirements.
• Using a tracker, provide oversight of the delivery of onboarding and ongoing training to new and existing staff, ensuring consistent training in documentation practices.

Compliance & Quality Assurance:

• Perform quarterly reviews and Program Manager audits of case files for participants with annuals due, ensuring documentation is complete, current, and compliant with program and regulatory standards.
• Quarterly oversight of internal monthly audits of, medication logs, cash accounts, Safety binders, Emergency binders, Evacuation documents, License 500 forms, and compliance logs for assigned sites to ensure compliance with Title 17, Title 22, CCL, HCBS, DDS, OSHA, and other regulatory or accreditation agencies.
• Conduct routine and unannounced site visits and quality assurance walk-throughs, including community-based activities and outings, using standardized tools and submit deficiency reports and trends to the Director of Licensed Programs and Chief Program Officer.
• Evaluate staff-participant interactions to ensure dignity, respect, and appropriate support are consistently demonstrated.
• Monitor adherence to person-centered planning principles and ensure participant goals remain individualized, relevant, and actively supported.
• Identify documentation, service delivery, or compliance gaps and provide guidance and follow-up to ensure corrective action is taken.
• As assigned by the Director of Licensed Programs, conduct fact-finding investigations into complex compliance, service delivery, participant-care, or staff conduct concerns- coordinating with Human Resources when staff conduct is involved- and submit written findings and recommendations to the Director.
• Support preparation for site inspections, audits, surveys, and accreditation reviews; participate in pre-licensing reviews and post-inspection debriefs.
• Prepare and provide monthly caseload, compliance, and quality status reports to the Director of Licensed Programs and Chief Program Officer, including coverage needs, documentation status, and emerging concerns.

Continuous Quality Improvement (CQI):

• Oversee incident management, trend analysis, and systemic risk assessments for assigned programs.
• Lead and support the development and implementation of corrective and preventive action plans in collaboration with Program Managers.
• Monitor and evaluate trend changes over time to assess the effectiveness of corrective and preventive actions, ensuring sustained improvement and accountability.
• Establish and maintain feedback loops connecting data analysis, action planning, and outcome evaluation.
• Contribute to the design, implementation, and continuous refinement of quality improvement initiatives for assigned sites, and elevate significant trends, gaps, or risk issues to the Director of Licensed Programs and Chief Program Officer.

Referral Tracker Dashboard:

• Monitor the Referral Tracker Dashboard for licensed programs, that new referrals are processed and enrolled efficiently.

Org-Wide Policy Consistency:

• Meet monthly with the Director of Licensed Programs and the Senior Program Manager for ADC programs to ensure licensed program policies, documentation standards, and practices remain consistent across both divisions.
• Bimonthly, collaborate with all program management with supervisory responsibilities to discuss, coordinate, and make recommendations to Directors and CPO to drive organizational-wide consistency of policies and procedures.

Staff Development & Administrative Support:

• Track and monitor staff training compliance documentation, including onboarding, certifications, and ongoing professional development for assigned sites.
• Maintain and update the training tracker and distribute training evaluations.
• Conduct morning check-ins with Program Support Assistants to assess staffing needs and maintain accurate ratio and substitution records.
• Maintain accurate program management meeting and training minutes and distribute timely updates to teams.
• Coordinate the appropriate daily ratio relative to available staffing with the Senior Program Manager- Summit Services

Risk Management & Safety Oversight:

• Audit OSHA 300A, WVPP, and other safety documentation to ensure completion, posting, and submission.
• Conduct safety reviews and emergency preparedness audits; track incident reports, safety incidents, emergency drills, and corrective actions.
• Provide training and technical assistance to Program Managers regarding safety and regulatory compliance issues.

Communication, Coordination & Stakeholder Engagement:

• Participate in participant meetings (e.g., IDTs, ISPs) as needed to support service continuity and represent Licensed Programs.
• Represent Oparc at community events, resource fairs, and provider meetings on a rotating basis with the Senior Program Manager for ADC programs.
• In the absence of the Director of Licensed Programs, escalate matters requiring executive-level decisions to the Chief Program Officer.

Other Duties and Responsibilities:

• Adhere to proper care and responsible use of Oparc-issued property, tools, and equipment.
• Perform other duties as assigned to support program operations and service quality.

Qualifications

• Bachelor's degree in Human Services, Social Services, or a related field required (Master's preferred); or minimum of 3 years of experience in developmental disability services, including case management, with at least 3 years in a leadership, supervisory, or compliance role.
• Prior experience directly supervising exempt-level staff strongly preferred.
• Strong knowledge of applicable regulations including Title 17, Title 22, HCBS Final Rule, DDS, CCL, Regional Center, FLSA, and OSHA requirements.
• Demonstrated knowledge of person-centered planning and service delivery.
• Strong skills in staff supervision, coaching, performance management, data analysis, and quality assurance.
• Excellent organizational, communication, collaboration, problem-solving, and conflict-resolution skills, with the capacity to navigate challenging situations with professionalism and tact.
• Ability to work independently, exercise sound judgment, and manage multiple priorities across programs.
• Proficient in Microsoft 365 (Word, Excel, Outlook, PowerPoint, SharePoint), Teams, Canva, and case management/documentation systems.
• Familiarity with accreditation and regulatory standards (CCL, DDS, CARF) preferred.
• Strong attention to detail, critical thinking, and sound judgment, with the ability to conduct field-based observations and evaluations independently.
• Ability to pass a Department of Justice (DOJ) background check and fingerprint clearance, complete TB test, pre-employment physical, and provide proof of required immunizations (as