Program Manager – Grandma’s House

Position:         Grandma’s House Program Manager
Department:    Grandma’s House of Central Oregon
Reports to:      Director of Runaway and Homeless Youth Programs, Vice President of Operations (VPO)


Primary oversight responsibility for management and day to day operations of Grandma’s House (Maternity Group Home). Program Manager is responsible for promoting excellence in client relations and customer service, as well as engaging, motivating and supervising staff, volunteers and youth. Responsibilities additionally include, but are not limited to: ensuring federal government guidelines are met or exceeded, follow-up and review of documentation, direct youth service as needed, develop and work within a balanced budget, and support J Bar J as a part of the leadership team. Responsible for managing and coordinating the ongoing maintenance and repair of the Grandma’s House (GH) shelter facility.  Responsible for organization of all donations received through community partners and individuals. Responsible for daily organization and receipt of shelter supplies and for maintaining documentation related to deliveries.  Is expected to work with Director to develop and maintain the facility staff scheduled to ensure compliance with State mandated staff to youth ratios.  Responsible for the security, safety and supervision of youth residents and offspring through direct monitoring, active interaction, mentoring and clear staff communication. Written documentation of all youth contact is required for smooth continuation of services to youth, and staff safety, and to meet contract obligations.

This is a full time, 40 hour per week position, primarily days Monday-Friday, but will include variable shifts including some nights, weekends and holidays. This position includes on call responsibilities.


Quality Assurance

  • Responsible for day-to-day operations while ensuring delivery and coordination of program services
  • Follow through on complete documentation and program reporting, as well as policies and procedures
  • Responsible for regular and systematic review of program documentation, with verification all contractual, licensing and grant requirements are being met
  • Develop and monitor appropriate documentation of Federal requirements, along with state and county and any additional grant reporting requirements
  • Supervise livability and maintenance and of Grandma’s House
  • Keep current and accessible all emergency procedures, policies and contact information
  • Emergency contact for all CYFC Programs, VPO, and CEO informed as needed/required
  • Monitor medication dispensation procedures including documentation, storage, delivery of medication and destruction of unused medication, per Agency Policies and Procedures
  • Assist Case Managers in receiving referrals, administering intakes and assessments, and providing on-going case management, as well as working to develop individual Transitional Living Plans
  • Ensure consistent, timely communication between program staff, parents of youth and referral sources  
  • Assist Case Managers as needed to facilitate family mediations, and when appropriate work to problem solve, reconcile and heal damaged family relationships when indicated
  • Oversight of appointment scheduling relative to resident physical needs, i.e. medical, dental, clothing, etc., and provide transportation as needed
  • Provide assistance in the development of independent living resources for transitional living residents
  • Work to effectively connect transitional living youth to community based resources through consistent case management, referrals and mentoring
  • Supervise and develop individual Transitional Service Plans and after-care resources for resident Ensure effective utilization of Accountability Based Cognitive Restructuring program (ABCR) and Thinking, Changing, Rearranging curriculum (TCR), Independent Living Curriculum, and SMART recovery.
  • Provide consistent accountability for Grandma’s House residents, as well as Emergency Shelter residents
  • Ensure completion of initial 24-hour Service Plan for new youth in placement and other caseload obligations in Case Manager absence
  • Serve as a member of leadership team and treatment team
  • Respond to maintenance needs of shelter and inform Community Program Director/VP of Operations of costly maintenance needs
  • Develop and maintain a log of maintenance needs and make requests as appropriate to J Bar J maintenance department
  • Develop and maintain relationships with service agents for needed building repairs
  • Coordinate food purchases and donations with community partners
  • Manage food inventory and ordering
  • Complete weekly staff schedule according to Federal staff to youth ratios
  • Supervision and positive behavior management of resident youth
  • Direct monitoring of resident accountability as prescribed in transitional service plan, using trauma informed, strength based approach to encourage positive behavior
  • Monitor and manage resident youth behavior to provide safe and structured living environment
  • Complete Life Skills hours with youth as assigned
  • Documentation of daily log, point cards, case notes and incident reports for any resident treatment/service or behavioral information needed for clear and effective communication for staff shift change, including: life skills; activities; education; job skills and/or group skill building
  • Documentation of hotline phone log and referrals
  • Supervision of chore responsibilities/completion and daily living to confirm residents maintain positive program impression through facility cleanliness and upkeep
  • Co-operation and coordination with Case Manager(s) and other shift workers to ensure an open channel of communication regarding treatment and behavioral expectations of individual residents
  • Assist other staff members in providing quality program to all residents
  • Provide therapeutic interventions to youth
  • Responsible for completion of position specific check lists (medications/cleaning/security rounds/food bank/ etc.) as requested
  • Transportation of any resident as needed
  • Answer and provide resources/options for 24-hour youth crisis hotline
  • Supervise/assist with cooking meals for residents
  • Shelter and supervise youth in emergency shelter beds
  • Attend staff meetings and other pertinent meetings as scheduled
  • Other duties as requested
  • Provide on call support as directed
  • Maintain confidences regarding client and staff information


  • Direct, supervise and evaluate GH employees with J Bar J program standards
  • Provide initial new staff orientation & paperwork in conjunction with Human Resource Department
  • Hire, promote and terminate in conjunction with Community Programs Director and VPO, and Agency Policies and Procedures
  • Identify, schedule and provide appropriate trainings for ongoing staff development
  • Engage, motivate, support employees, as well as create a positive, cohesive team
  • Develop and maintain appropriate scheduling ratios and review of timesheets for all GH staff
  • Responsible for scheduling, planning and facilitating monthly staff meetings
  • Responsible for mediation and facilitation of initial steps in grievance filing procedures for youth, parents and all GH staff
  • Provide specific, applicable feedback to all staff as to appropriate responses for client behavior patterns


  • Run operations for CYFC Grandma’s House in coordination with the Community Programs Director and Vice President of Operations, including personnel, within a balanced budget.
  • Follow through contact and communication for all on-going and developing, grants and contracts
  • Maintain positive relationship, with regular and open communication with all funders and donors
  • Work in conjunction with J Bar J Youth Services, Community Programs Director, Vice President of Operations, and CEO to recommend, implement and monitor new concepts for program and grant development


  • Liaison between CYFC Grandma’s House staff, youth, parents, relevant state and federal agencies, and referring professionals
  • Interface with community resources, referring agencies, parents, educational institutions, caseworkers, parole/probation officers, relevant state and federal agencies and others to meet program needs
  • Assist with tours, public speaking, marketing and alumni outreach efforts as need
  • Represent J Bar J Youth Services on regional planning groups and community presentations
  • Responsible for coordinating and assisting with CYFC’s portion of the annual horse show fund raiser
  • Other duties as required or directed by J Bar J Youth Services, Community Programs Director, Vice President of Operations and CEO


  • Knowledge, Skills and Ability: Knowledge of all phases of youth residential care, development strategies, curricula and philosophies, Positive Youth Development policies, and MGH standards and requirements. Demonstrate comprehensive understanding of ABCR Program model and related support modalities. Excellent written, verbal, interpersonal and computer skills including conflict resolution, mediation, group facilitation and public speaking. Knowledge of budgets, grants and grant writing. Demonstrate excellent organizational skills and attention to detail. Able to maintain rational, professional demeanor at all times. Able to prepare concise, thorough documentation and reports. Ability to understand, supervise and communicate effectively with pregnant and parenting youth experiencing homelessness, community based agency professionals and co-workers
  • Experience and Training: A Bachelor’s degree with major study in social work, psychology, sociology or a closely allied field. To be considered as a substitute for a bachelor’s degree, the combination of formal education and experience must consist of a combination of 3 years of work experience and/or 2 years of education, training, with 1 year work experience, all in the care and rehabilitation of youth. Valid Oregon driver license and CPR/1st Aid certification required.
  • Physical Requirements: While performing the duties of this job, the employee is frequently required to stand; walk; reach with hands and arms. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. While performing the duties of this position, the employee is regularly required to talk or hear.  The noise level in the work environment is usually moderate.

This job description is not meant to be all inclusive, and it is subject to change