Assistant Program Manager

Posting Date: December 19, 2025 Closing Date: Jan 5th, 2025 @4pm Hours/week: 40 hours Schedule: Monday to Friday (on call requirements on some weekends) How to apply: Online through ICCS Career Center Classification: Excluded Position This position is open to all qualified applicants. Position Purpose The Assistant Manager supports the Manager with the day-to-day operations across ICCS Assisted Living sites. The role ensures safe service delivery, staff support, site coordination, and adherence to Assisted Living regulations and ICCS policy requirements. This position also acts as a support to frontline staff, assisting with scheduling, supporting incident management, and stepping in for the Manager when required. Key Responsibilities Operational Support Support the Manager with daily oversight of Assisted Living programs as directed. Assist with ensuring compliance with Assisted Living Registrar requirements and ICCS policies. Exercise delegated decision making authority within established policies and elevate matters outside role scope to the Program Manager. Provide coverage for the Manager during absences. Scheduling and Coordination Manage and coordinate staff schedules, ensuring appropriate coverage for all shifts and timely handling of time-off requests. Maintain a working understanding of the Collective Agreement and apply agreement provisions consistently in scheduling and overtime approvals. Coordinate shift call outs when on call and ensure all schedule changes are updated in scheduling software. Set up training shifts for new hires with casual employees and notify onsite staff of training schedules. Resident Care and Service Plan Oversight Support the implementation, monitoring, and review of resident service plans in accordance with the Community Care and Assisted Living Act and Assisted Living Registrar guidelines. Ensure resident care and support activities remain within the scope of Assisted Living and do not include prescribed health services. Support staff understanding and consistent application of service plans, including daily supports, restrictions, and safety requirements. Ensure service plans and related documentation are current, accurate, and reviewed as required. Assist with coordinating updates to service plans when resident needs change, including consultation with external care providers as appropriate. Support timely documentation of incidents, care related concerns, and changes in resident functioning. Ensure staff follow approved procedures for medication assistance and emergency response in accordance with regulations and ICCS policy. Promote resident rights, dignity, privacy, and autonomy in all service delivery activities. Participate in identifying and mitigating risks related to resident care and elevate concerns that may impact resident safety, staffing capacity, or program compliance to the Program Manager. Support communication with external partners such as Island Health, case managers, and outreach teams within delegated authority. Staff Supervision and Development Support the Program Manager with day-to-day supervision of support staff and others involved in direct resident care. Assist with staff onboarding, training, and orientation. Support implementation of program policies and procedures and promote staff compliance. Receive and respond to staff concerns in a professional and supportive manner, documenting issues and forwarding written summaries to the Program Manager. Escalate urgent or complex matters promptly and seek direction as required. Foster a positive team culture grounded in trauma informed practice and ICCS values. Documentation and Compliance Maintain accurate and up to date resident records, including service plans, medication documentation, and intake materials. Support compliance with regulatory and organizational standards, including participation in documentation reviews and audits. Ensure resident stays are accurately recorded in the ICCS client database. Ensure monthly program billing is completed in accordance with established requirements. Maintain records in compliance with privacy and confidentiality requirements. Support Occupational Health and Safety compliance, including reporting hazards, incidents, and near misses in accordance with ICCS procedures. Performs other duties as required. Qualifications Education and Experience Certificate or diploma in Social Services, Community Health, Mental Health and Addictions, or a related field. Two years experience in supported housing, assisted living, or mental health and addictions. Supervisory or leadership experience preferred. Equivalent combinations of training and experience may be considered. Skills and Abilities Knowledge of trauma-informed care, mental health, addiction services, and residential care best practices. Strong organizational and multitasking abilities, particularly in managing schedules and overseeing resident programming. Excellent interpersonal and communication skills. Proficient in Microsoft Office Suite, basic computer systems and case management software. High attention to detail in documentation and compliance tasks. Ability to work independently, take initiative, and proactively solve problems with minimal supervision. Demonstrated ability to assess and respond effectively to crises and conflicts while maintaining safety and professionalism. Conditions of Employment Clear Criminal Record Check with vulnerable sector. Valid First Aid with CPR. Foodsafe – level 1. Naloxone administration training. Valid Class 5 BC driver’s licence and access to a reliable vehicle. Working Conditions This position works across multiple program sites and involves regular interaction with residents with complex health, mental health, and substance use needs. Moderate physical activity and participation in emergency response protocols are required. The Assistant Program Manager participates in a shared on-call rotation and must be available outside of regular business hours as required. Work hours may occasionally vary to meet operational needs or respond to emergent situations. A reliable vehicle is required for regular travel within the Nanaimo and Parksville area. Mileage reimbursement is provided in accordance with ICCS policy. Interested candidates can submit an application, including cover letter and resume through our online recruitment portal. #J-18808-Ljbffr