Description

The Assistant Director of Therapy Services is responsible for assisting in the management of the daily operation of the therapy program. Please note that this is a pre-hire position with an anticipated start date in January 2026. Responsibilities include direct supervision and training of the therapy staff and special education staff, maintaining staff caseloads and program paperwork, adherence to programmatic regulations and assuring that developmentally appropriate practices are followed.  The Assistant Director assists with Outpatient Rehabilitation standards, School Based Service Standards and compliance with the B-3 contract regulations. The Assistant Director reports directly to the Director of Birth to 3 & Therapy Services. 

Provide direct supervision of therapy and special education staff:                                     

• During orientation period and on-going thereafter evaluate work performance of therapy and special education staff.
• Attend home visits, tele practice, and center based sessions with staff and provide feedback.
• Assist staff in examining their work patterns, caseloads, and home-visit routes to increase productivity
• Work with staff to assure the completion of all-necessary paperwork and billing requirements.
• Provide orientation, training, support, mentoring, and guidance to staff.
• Handle staff issues and concerns in a prompt, fair manner according to the agency’s employee guidelines.
• Monitor schedules, overtime, vacation, and off-time requests.
• Provide a model of excellence and leadership.
• Develop an effective team atmosphere with the department and the entire agency.
• Assure that staff meets all agency policies and procedures.
• Apply effective leadership and emotional intelligence practices to promote accountability and performance in individual direct reports

Under the direction of the Director of B-3 & Therapy Services provide administrative support to the therapy department. 

• Onboarding and offboarding of staff
• Utilize electronic records system to compile and review therapy data in a timely manner, reorganizing staffing patterns and caseloads to increase efficiency within the therapy department.
• Supervise the submission of daily billing.  Review billing and daily notes as needed. Follow through with individual staff members to assure paperwork compliance.
• Coordinate the scheduling of therapy services with other department supervisors.
• Assure adequate coverage of therapy and educational services to accommodate staff vacations, sick days, and in-service training.
• Oversee the clinical education program for educational and therapy student placements.

• Act as the liaison between programs and intake/billing department to answer general B-3 questions, monitor staff paperwork completion and maintain quality assurance.
• Provide tours, orientations and enrollment information to families interested in services.
• Lead department meetings.
• Track data and assist in keeping data dashboards up to date.
• Provide assistance to the Director of B-3 & Therapy and VP of Programs as needed.

Support compliance with the B-3 and Therapy programs:

• Work effectively with the B-3 leadership team to ensure compliance with Primary Coach Approach to Team (PCATT) model, ensuring that staff are completing documentation and practicing within the framework of the model.
• Function as a PCATT team facilitator.
• Participate in Milwaukee County meetings, audits and trainings.

• Participate in Milwaukee County report writing and provide data for the reports
• Serve as a member of the required Medicaid Committees; Patient Care Policy, Clinical Record Review and Health, Safety and Infection Control
• Ensure therapy rooms are maintained according to Medicaid requirements.

Assist with Program Clinics including Outpatient Clinic and Ortho/Rehab Clinic

• Market the clinics, answer requests from staff and potential families regarding the clinic.
• Document conversations and follow through with questions from families.
• Set up appointments/evaluations with client and appropriate staff, obtain doctor orders if needed.
• Ensure completeness of necessary paperwork ahead of therapy evaluation, meet with parent to review paperwork (intake history, consents, etc).
• Act as the contact person for vendors. 

Follow agency policies and requirements for Medicaid, Birth to Three, Childcare and Accreditation standards:

• Follow personnel policies.
• Maintain work area in a neat and orderly manner.
• Maintain prompt hours and notify supervisor of illness/absence.
• Ensure all staff are current in required annual training courses

Familiar with emergency procedures and be able to calmly apply them.  Act as a member of the STAT team.

Assist the agency as needed:

• Participate in the Program Innovation and Implementation Committee (PII)

• Proficient use of EHR system to train and support program staff.
• Perform all other duties as assigned.
• Encouraged to volunteer 4 hours of time per year to a Penfield activity

Qualifications

• Bachelor's/Master’s degree from an accredited college/University in Occupational, Physical,  Speech Therapy or related field.
• 5+ years of working in a pediatric therapy setting.

• Licensed by the state of WI, if eligible.
• Understanding of family-centered practices and cultural competence.
• Awareness of child development milestones and early intervention strategies

• Knowledge of B-3, therapy and Medicaid practices
• Excellent organizational skills and attention to detail
• Excellent communication skills – written and oral. Excellent ability to establish professional relationships.
• Efficient and accurate typing skills.
• Computer literacy required: efficiency in Microsoft office. Ability to learn new programs
• Flexibility, able to manage multiple tasks
• Understands, exhibits and promotes the Penfield Core Values.
• Actively demonstrates a commitment to understanding and advancing diversity, equity and inclusion efforts. 
• Knowledge of local and state resources for children and families

• Experience providing supervision, mentorship, or guidance to therapy staff.
• Strong collaboration skills for working with a multidisciplinary team (OT, PT, SLP, educators, social workers).
• Conflict resolution and problem-solving abilities.
• Comfort with facilitating meetings, trainings, or workshops.
• Ability to support grant writing, program evaluation, or quality improvement initiatives (preferred, not required).
• Familiarity with data collection, outcome tracking, and reporting tools.

• Ability to lift or move objects of 50 lbs. or less on a daily basis
• Must have sufficient mobility to move- including bend, stoop, reach, lift and grasp
• Meeting vaccine standards as outlined in Bloodborne Pathogens Exposure control plan

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.