Grants - BH - Program Manager - SAPTA

The SAPTA Program Manager is the single point of accountability for the design, implementation, supervision, fiscal stewardship, and reporting of the Substance Abuse and Suicide Prevention (SAPTA) grant awarded to San Diego Community Health Center / San Diego Community Health Center (SDCHC). This is a leadership position that manages the grant in its entirety — program, personnel, budget, data, and compliance — and functions as a member of the leadership team.

The Program Manager translates the goals, objectives, and required activities set forth in the Notice of Continuation of Award (NCC) and approved budget narrative into an executable annual work plan; supervises the grant-funded multidisciplinary team; and ensures that every deliverable, performance measure, and financial requirement is met on time and documented for federal audit. The position works in close partnership with the Director of Behavioral Health, the CEDAR Branch Advisory Group, the Grants Management Accountant, Quality, and the Medical and Dental departments to ensure culturally grounded, trauma-informed, integrated care for urban American Indian and Alaska Native patients.

The Program Manager is responsible for administrative and programmatic supervision of grant staff. Clinical supervision of licensed and pre-licensed clinical staff (LCSW, ASW, RN) remains with the Director of Behavioral Health or another appropriately licensed supervisor who meets Board of Behavioral Sciences (BBS) requirements for supervision of Associate Social Workers.

Essential Duties and Responsibilities:

Grant Leadership and Overall Program Management

1. Serve as the program official responsible for the SAPTA grant, with end-to-end accountability for scope, schedule, budget, personnel, deliverables, and reporting across the full project period.
2. Maintain expert working knowledge of the current Notice of Award / Notice of Continuation of Award (NCC), approved project narrative, approved budget and budget narrative, and all award terms and conditions; ensure all program activity remains within the approved scope of work.
3. Develop, maintain, and monitor an annual work plan and deliverables calendar that maps each NCC goal, objective, activity, and SAPTA Required Activity to an owner, milestone date, evidence source, and evaluation tool.
4. Assist in the preparation to submit continuation applications, carryover/carryforward requests, prior approval requests, no-cost extension requests, budget revisions, and change-in-key-personnel notifications to the IHS Project Officer and Grants Management Specialist.
5. Serve as the primary point of contact with the IHS Project Officer; document all technical assistance, site visit findings, and corrective actions and drive them to closure.
6. Maintain a complete, audit-ready grant file including the approved application, award documents, work plans, monthly and annual reports, meeting minutes, sign-in sheets, MOUs/MOAs, training records, procurement documentation, and time-and-effort certifications.
7. Escalate risks to grant performance, spend rate, or compliance to the CEO a recommended mitigation plan.

Budget, Fiscal Stewardship, and Federal Grant Compliance

1. Manage the approved SAPTA budget in its entirety, including the carryforward budget period.
2. Monitor spend rate against forecasted cash needs and against the unobligated balance; identify projected under-spending early and initiate carryover or rebudget requests in advance of the budget period end.
3. Review the monthly budget-to-expense report with the Grants Management Accountant in NetSuite; verify that all invoices and purchases are correctly coded and linked to the grant account, and that unobligated balances are identified in the monthly financial report.
4. Approve program expenditures and ensure costs are allowable, allocable, reasonable, and adequately documented in accordance with 2 CFR Part 200 and 45 CFR Part 75 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements), including procurement standards and prior approval requirements.
5. Certify time and effort for grant-funded personnel in accordance with 45 CFR 75.430(i), ensuring personnel charges reflect actual work performed and FTE allocations match the approved staffing profile.
6. Ensure grant funds supplement and do not supplant other funding, and coordinate with Finance and Billing to prevent duplicate charging of services reimbursed through Medi-Cal, PPS, or other third-party payers.
7. Oversee grant-funded procurement and vendor deliverables, including sweat lodge rental, billboard placement and design, social media advertising, event venues and speakers, program and outreach supplies, cultural and Traditional Healer supplies, Gen-I materials, and equipment such as laptops, tablets, and podcast equipment.
8. Maintain inventory and property records for grant-purchased equipment consistent with federal property standards.
9. Coordinate the preparation of Federal Financial Reports (SF-425) and drawdown reconciliation with Finance, and support the annual Single Audit and any grantor or independent audit request.

Supervision, Staffing, and Team Leadership

1. Recruit, hire, onboard, and retain the SAPTA grant-funded team in partnership with Human Resources and the Director of Behavioral Health, prioritizing timely fill of vacant grant-funded positions to protect spend rate and deliverables.
2. Provide day-to-day administrative and programmatic supervision to direct reports, including workload assignment, productivity expectations, timekeeping approval, PTO approval, coaching, performance evaluation, and corrective action.
3. Ensure each team member understands how their role maps to specific NCC objectives, activities, and evaluation measures, and holds documented individual deliverables.
4. Build a cohesive, culturally grounded team culture that reflects the values, customs, and traditions of the communities served, and support staff wellness and vicarious trauma mitigation.

Behavioral Health Integration and Interdepartmental Collaboration

1. Partner with the Director of Behavioral Health to align SAPTA activity with the broader Behavioral Health continuum, county contracts, other grants, and clinic strategic priorities, avoiding duplication and ensuring seamless service delivery.
2. Design and maintain closed-loop referral workflows between Behavioral Health, Medical, Dental, and the Youth Center, including warm handoffs from universal screening to case management, counseling, psychiatry and medication management, and cultural services as needed.
3. Collaborate with clinical leadership on eClinicalWorks documentation standards, templates, structured data capture, and dashboard build so that program activity is documented in a reportable and auditable manner.
4. Coordinate with Quality Improvement on measure performance, chart audits, and continuous quality improvement cycles related to screening, referral, and follow-up.
5. Partner with Compliance, Human Resources, Finance, and Grants staff on all cross-functional requirements affecting the grant.
6. Represent the program with external partners including schools, tribal organizations, county behavioral health, law enforcement, courts, child welfare, MAT and inpatient treatment providers, and Medi-Cal managed care plans; negotiate and maintain MOUs/MOAs.

Data, Evaluation, and Reporting

1. Own the program evaluation plan and ensure all data collection and evaluation activities are completed as planned.
2. Track, analyze, and report on program measures including total population served; number of patients receiving case management; number and rate of patients screening positive for substance use; percentage of patients receiving universal depression and alcohol screening; referrals to and completion of detox and inpatient services; overdose events; reported sobriety maintenance; first-appointment attendance following referral; change in SUD diagnoses over time; referrals to and attendance at cultural services; youth participation in peer-to-peer activity; training and event attendance; and social media reach.
3. Ensure monthly, quarterly, and annual progress reports are accurate, evidence-based, and submitted to IHS and clinic leadership on time, working collaboratively with grant writers, case managers, and the data team.
4. Maintain the SAPTA Program Dashboard and ensure GPRA reporting through the Relevant data warehouse is current and reconciled to the EHR.
5. Ensure programmatic data reported to IHS is consistent with data reported through UDS and other federal reporting where applicable.
6. Use data to identify local substance use prevention priorities and to adjust program strategy, staffing, and resource allocation during the budget period.

Community Engagement, CEDAR Branch, and Sustainability

1. Convene and support the Community Engagement Diversity Action & Revitalization (CEDAR) Branch Advisory Group on a bi-monthly basis, with a target of at least 12 regularly attending members (no more than two absences per member).
2. Lead the community and workforce needs assessment and community resource asset mapping, and translate findings into program strategy and the strategic plan.
3. Finalize and implement the SAPTA sustainability plan, identifying and pursuing local, regional, state, and federal funding, expanded third-party reimbursement (including Medi-Cal reimbursable provider types and services), and integration of program functions into ongoing clinic operations beyond the grant lifecycle.
4. Support the development of local health system policies and protocols that integrate and coordinate access to substance use prevention and intervention services in schools, courts, corrections and detention systems, and law enforcement agencies, in coordination with the Director of Behavioral Health, CEO, and Board of Directors.

General

1. Seeks ways to improve program efficiency and effectiveness and makes appropriate recommendations through the proper chain of command.
2. Adheres to all organizational and departmental policies and procedures.
3. Attends educational offerings to keep abreast of change, comply with licensing requirements, and assist in the growth and development of associates by sharing knowledge with others.
4. Other duties as assigned by the Director of Behavioral Health.

Required Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications below represent the required knowledge, skills, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Minimum three (3) years of progressively responsible program management experience in behavioral health, public health, social services, or health care, including direct experience managing a grant-funded program.
2. Minimum two (2) years of supervisory experience, including hiring, performance management, and team development.
3. Demonstrated experience managing a federal, state, or foundation grant budget, including budget monitoring, spend-rate management, and preparation of programmatic and financial reports.
4. Working knowledge of federal grant administration requirements, including allowable cost principles, procurement standards, prior approval requirements, and time-and-effort documentation.
5. Demonstrated ability to work with data, build and interpret reports, and use data to drive program decisions.
6. Knowledge of substance use prevention, treatment, and recovery services, suicide prevention, and trauma-informed care.
7. Knowledge of available community-based social support services in San Diego County.
8. Public speaking, facilitation, and community engagement experience.

Preferred Qualifications:

1. Experience managing an IHS, HRSA, SAMHSA, or other federal health grant.
2. Experience in an Urban Indian Organization, Tribal health program, Federally Qualified Health Center, or Indian Health Clinic.
3. Active clinical license or certification (LCSW, LMFT, LPCC, RN/PHN, or SUD counselor certification).
4. Experience with GPRA reporting, the Relevant data warehouse, RPMS, and/or eClinicalWorks.
5. Experience serving a multicultural, multinational population; knowledge of American Indian/Alaska Native culture, customs, traditional healing practices, and historical trauma.
6. Familiarity with Community Health Clinics and/or Indian Health Clinics.
7. Experience in community outreach and engagement, marketing, or health promotion.

Education and/or Experience:

1. Bachelor’s degree in Public Health, Social Work, Behavioral Science, Health Administration, Public Administration, Health Sciences, or a related field from a four-year college or university is required.
2. Master’s degree (MPH, MSW, MPA, MHA, or related) is preferred and may substitute for one year of the required experience.

Working Conditions:

1. May involve indoor and outdoor activities, including participation in ceremonies or gatherings.
2. Occasional travel may be required to provide services at events or satellite locations.
3. May involve contact with smoke, sacred herbs, or ceremonial instruments.

Special Conditions of Employment:

1. Maintains a valid driver’s license, clean driving record, and current auto insurance in accordance with state requirements.
2. Possesses reliable and insured transportation suitable for work-related travel as needed.
3. CPR/BLS Certification: Maintain a current Basic Life Support (BLS) certification issued by the American Heart Association (AHA), the American Red Cross, or an equivalent organization. Certification must include an in-person, hands-on skills assessment; online-only certifications are not accepted.
4. Annual Background Checks: Consent to annual background checks as a condition of continued employment, to ensure compliance with organizational standards and eligibility requirements.
5. For-Cause Drug Screening: Comply with drug screening requirements when initiated by the organization for cause, to support a safe, compliant, and drug-free workplace.
6. Ongoing Compliance Requirements: Maintain up-to-date compliance with all required annual renewals, including certifications, physical examinations, TB testing, and mandatory regulatory trainings as assigned by SDCHC, including HIPAA and 42 CFR Part 2 confidentiality training.
7. Grant-Funded Position: This position is funded in whole or in part by federal grant funds, including the SAMHSA Substance Abuse Prevention and Treatment (SAPT) Block Grant. Continued employment in this position is contingent upon the availability of grant funding, and this position will end upon the expiration, termination, or non-renewal of grant funding, unless alternative funding is identified and approved by SDCHC.
8. Time and Effort Reporting: Maintain accurate time and effort documentation consistent with 2 CFR 200.430, including allocation of time between grant-allowable activities and activities that must be supported by non-federal funds.
9. Grant-Funded Position: This position is 100% supported by federal grant funds and will end when that funding ends, is reduced, or is not renewed. Employment is at-will and is not guaranteed for any specific term.

Knowledge, Skills, and Abilities:

1. Able to communicate professionally in person and in writing..
2. Excellent time management skills.
3. Excellent organizational skills and attention to detail.
4. Ability to maintain confidentiality and meticulous records.
5. Effective interpersonal skills.
6. Able to deal effectively with a diversity of individuals.
7. Ability to establish and maintain cooperative working relationships with all during work.
8. Must be reliable and trustworthy.
9. Proficiency in Microsoft Suite or related programs.
10. Able to communicate professionally in person and in writing.

Physical and Mental Requirements:

1. Able to lift/move up to 40 pounds, move from place to place.
2. Able to sit at a desk and work on a computer for prolonged periods.
3. Able to stand, bend and reach for prolonged periods.
4. Ability to do math, organize and prioritize workload, work effectively and efficiently under stress.
5. Ability to supervise, multitask, understand, and follow instructions.

Customer Service:

1. Actively supports, promotes, and works to fulfill the Mission, Vision, and core values of SDCHC.
2. Provides excellent internal and external customer service.
3. Demonstrates SDCHC’s Standards of Customer Service Behavior: Compassion, Attitude, Communication, Appearance, Sense of Ownership, and Teamwork.
4. Participate in ongoing customer service training.
5. Every action seeks to promote SDCHC as a top service organization.

Quality Management:

1. Contribute to the organization's success by participating in quality improvement activities.
2. Complies with all SDCHC policies and procedures and proactively participates in implementing new initiatives.
3. Participate and ensure continuous quality improvement process as directed by clinic leadership.  

Safety:

1. Ensures regulatory compliance and adherence to policies and procedures related to safe work practices.
2. Participate in infection prevention through appropriate use of infection control measures during patient treatment and patient interactions.
3. Ensure compliance with regulatory requirements for maintaining physical spaces, equipment, and supplies.  
4. Uses all appropriate equipment and/or tools to ensure workplace safety. 
5. Immediately reports unsafe working conditions. 

Privacy/Compliance:               

1. Maintains privacy and security of all patients, employees, and volunteers' information and access to such information. Such information is accessed on a need-to-know basis for business purposes only. 
2. Complies with 42 CFR Part 2 requirements governing the confidentiality and disclosure of substance use disorder patient records, including consent requirements for disclosures.
3. Compliance with all regulations regarding corporate integrity and security obligations. Reports on unethical, fraudulent, or unlawful behavior or activity.
4. Upholds strict ethical standards.

Flexibility:

Available for all shifts and, when required, can work evenings and weekends.

Disclaimer:

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.  This description reflects management’s assignment of essential functions.  It does not prescribe or restrict the tasks that may be assigned.  This job description is subject to change at any time.

Preference is given to qualified American Indian/Alaskan Natives under the American Indian Preference Act (Title 25, U.S. Code Section 472, 473, and 473a). Besides the above, the San Diego Community Indian Health Center is an equal-opportunity employer.

San Diego Community Indian Health Center is an Equal Opportunity Employer. We encourage applications from all individuals regardless of race, religion, color, sex, pregnancy, national origin, sexual orientation, gender identity, gender expression, ancestry, age, marital status, physical or mental disability, or any other protected class, political affiliation, or belief.

Preference is given to qualified American Indian/Alaskan Natives in accordance with the American Indian Preference Act (Title 25, U.S. Code Section 472, 473 and 473a). In other than the above, the San Diego American Indian Health Center, is an equal opportunity employer.

San Diego American Indian Health Center is an Equal Opportunity Employer. We encourage applications from all individuals regardless of race, religion, color, sex, pregnancy, national origin, sexual orientation, gender identity, gender expression, ancestry, age, marital status, physical or mental disability or any other protected class, political affiliation, or belief.