Reporting to the Director of Practice Management Services, the Program Manager is responsible for the overall coordination and management of the Pediatric HIV/AIDS Programs at The Children's Hospital of Philadelphia. The Program Manager oversees the programmatic and administrative components of Pediatric/Adolescent/Family HIV/AIDS Programs at The Children's Hospital of Philadelphia; develops, organizes, implements and coordinates all managerial, fiscal and programmatic aspects of the unit including clinic administration; program development including fund raising and grant proposal preparation; grants and budget management; department computer systems development and MIS, and personnel management; serves as the Hospital's liaison to local and national AIDS service network and other related public and private entities; and participate in Hospital's ongoing development of policy and procedures in the treatment and management of HIV disease.
- Serve as Direct Special Immunology Program and Family Care Center and oversee related programs providing direction such as long range planning and programmatic and administrative support. New and current programs include: a.) Adolescent Initiatives (Peer HIV/STD Education Program and Adolescent HIV Support Group (both supervised by the HIV Health educator), Adolescent HIV Outreach, and Adolescent HIV Life Directions Program), and b.) Patient/Community Education (Set and oversee minimum program, Encourage additional staff initiative, provide support as needed, Prepare clinic newsletter, and Produce written materials as needed. Oversee Office Administration and Management. Oversee effective use of workplace and clinical facilities (offices, exam rooms, meeting rooms, etc). Ensure appropriate office and clinical equipment is acquired and functioning. Assure effective communications. Oversee telephone information flow. Manage computer systems. Be a resource to staff on office systems technology.
- Provide Program direction with Hospital Ambulatory Care leadership, oversee the effective implementation and adherence to Hospital policies, procedures, and initiatives, to establish, monitor and pursue the annual and long term goals and objectives of all programs and services under Special Immunology. Engage staff to define and pursue goals. Devises and implements new initiatives as needed. Encourage academic approaches to care and services including devising or following models of care. Secure adequate for provision of care and development of new programs and funding sources. With the SI Medical Director and Nurse Manager oversee the Special Immunology Family Care Center oversee the Special Immunology Family Care Center. Is responsible for administrative, programmatic and logistical of management the clinical practice. Oversee the setting and measurement of clinical outcomes with Medical Director, Clinic and Family Services Managers. Reports clinical outcomes to government and hospital entities. With SI Medical Director oversee Special Immunology’s participation in clinical research efforts within the hospital and the Joseph Stokes Research Institute. Encourage and promote Special Immunology team development, morale, growth and esprit de corps. See to and facilitate regular team and other sub-team meetings and arrange special meetings and/or retreats when appropriate. Provide administrative oversight and management of clinical practice which sees forty (40) ambulatory patients weekly. Make space and other facilities accommodations. Communicate with Ambulatory Administration regarding issues such as registration, security and lab support.
- Program Development, To review program service needs and opportunities with staff; encourage staff ideas and suggestions. Set Growth goals annually as part of operation plan. Monitor government and other funding opportunities. Prepare grant proposals, communicating with appropriate Hospital departments. Partner with CHOP Development in private fundraising aimed at corporations, foundations and individuals. Prepare promotion and other fund raising materials as needed. Participate in fund raising activities such as leading campaigns and attending benefit events. Build and sustain alliances with other departments in the Hospital that could lead to funding opportunities particularly in the area of research. Build and sustain relationships with community based organizations to create funding opportunities.
Job Responsibilities (Continued)
- Oversee Personnel and staff adherence to CHOP policies and procedures. Communicate CHOP Policy and Procedure updates to staff in a timely manner. Maintain personnel records. Oversees recruitment, interviews, hires, trains and supervises appropriate personnel as needed to accomplish goals of each program. Approves staff time records using electronic system.
- Maintains and Manages Grants for program with oversight of SI Medical Director and AI Program Director. Oversee the effective implementation and adherence to Hospital policies, procedures, and initiatives. With SI Medical Director establishes the annual and long term goals and objectives of all programs under Special Immunology. Secure adequate funding for provision of care via the development of new programs and funding sources. With the SI Medical Director oversee the Special Immunology Family Clinic. Program Manager is responsible for administrative, programmatic and logistical of running the clinic. With SI Medical Director oversee Special Immunology Programs participation in clinical research efforts within the hospital and the Research Institute. Oversee Special Immunology Team development and esprit de corps. Coordinates and co-facilitates weekly team meetings and arranges special meeting and/or retreats when appropriate. Be alert to and/or search out possible funding opportunities and respond if appropriate. Attend to and meet varying requirements and deadlines for government and private grants. Prepare, edit, and update program descriptive materials for proposals. Submit new or continuation of grant proposal meeting deadlines. Prepare and submit program budgets as required by funders. Complete statistical and narrative grant reports monthly, quarterly, annually and ad hoc as required; Provide data and information as requested or needed. Attend funding agency meetings as scheduled or called. Adhere to Children’s Hospital Research Administration/Sponsored Projects policies, procedures and requirements. Submit on-line and paper forms. Seek appropriate signatures for proposal and budget submissions. Submit/Coordinate grant budgets with Research Finance. Build spreadsheets & charts of annual budgets. Track grants expenditures and revenue. Coordinate grant changes with Research Finance & Sponsored Projects. Coordinate communication between funding agencies, department & Research Accounting. Prepare & submit financial reports in consort with Research Finance as required. Build and sustain working relationships with sponsored projects and research finance staff
- Maintain and Enhance Management Department Information Systems. Facilitate the effective use of computer technology for program operation and staff efficiency. Enhance intra-department communications via computers. Oversee the development of a confidential comprehensive database of patient and family information. Assist staff in using computers, providing training as needed. Strive to keep department at the state of the art regarding use of technology; Devise updates and additions to continuously enhance database. Work with Hospital IT department with enhancements and trouble shooting.
Job Responsibilities (Continued)
- Community Relations. Represents Children's Hospital and Special Immunology Programs to professional and community-based organizations both locally and nationally. Establish working relationships with community-based health care centers in the area. Communicate with community agencies regarding services offer at Hospital and seek referrals as appropriate. Build and sustain relationships with community based organizations to create funding opportunities. Assist Public Relations in all efforts to promote the Pediatric AIDS Programs. Attend funding agency meetings; Participate on relevant committees or projects. Communicate with community agencies regarding services offered at Hospital and seek appropriate referrals. Assist Public Relations in all efforts to promote the Pediatric AIDS Programs.
- Serve as Hospital HIV Coordinator. Keep abreast of information and developments related to HIV/AIDS among children, adolescents and families. Participates appropriately in all HIV related committees within the Hospital. Serves as a resource to other departments within the hospital assists Public Relations in all efforts to promote the Pediatric AIDS Programs. Complete AIDS related questionnaires requested by local and national organizations.
- Oversee Department Social, Support and Psychological Services. Establish models, policies and procedures for social services for patients, caregivers and families. Manage non-medical family services staff. Oversee and plan programs and services that enhance the quality of life of patients to facilitate the effective utilization of care. Encourage staff to lead and participate in support and educational groups for patients. Support and organize activities and events that advance quality of life. Attend to service needs of HIV infected care givers. Devises and sustain care management services for HIV+ mothers of new patients. Encourage staff to lead and participate in programs, services or groups for caregivers.
10. Promote Evaluation and Research. See to continuous and thorough collection of relevant data. Set outcome measures with staff and monitor achievement (Set and strive to meet quantitative measurable goals for SI and Children’s Hospital and Set and strive to meet quantitative measurable goals as required by funding agencies). Advance and oversee Continuous Quality Improvement/Quality Management (Work with Ambulatory Care Practice Director and SI Nurse Manager to ensure compliance with Joint Commission Standards and Cooperate with and meet funding agencies quality management requirements and Facilitate as required funding agencies access to information to measure compliance with standards). Advance and cooperate with Clinical Trials and Clinical and Other Research. Work with Study Manager and Medical Director in the conduct of clinical research. Encourage and support staff to cooperate as needed. Provide data and consultation as requested