The Program Coordinator is responsible for ensuring compliance with regulations, agency, state, and federal policies; and the quality services provided. This will be accomplished by monitoring, reviewing, auditing, documenting, and analyzing data. The Program Coordinator’s role supports high quality of services delivered to all service recipients while encouraging a person-centered approach to the delivery of those services. The Program Coordinator must utilize professional discretion and represent the agency in an effective leadership role.
• Responsible and accountable for the operational success of the managed caseload, which includes, but is not limited to: Satisfaction of people supported, successful outcomes per individual planning, and successful audit, spot check and survey performance of the teams assigned to that caseload.
• Responsible for the fiscal management of the managed caseload, specifically: Aggressive management and containment of staff overtime costs, budgeting of authorizations (mileage, etc.), control and accounting of petty cash, program and service recipient funds.
• Responsible and accountable for the leadership of assigned staff. This leadership includes, but in not limited to:
o Ensuring the timely and proper communication of all information required for direct support staff (scheduled training, renewal of driver’s licenses and insurance, job postings, policies and procedures, work schedules and changes, etc.).
o Provide ongoing coaching, support, and counsel to assigned staff.
o Taking disciplinary action when required.
o Resolution of issues within service recipient homes.
• Will respond to all allegations of abuse and neglect, Office of Client Advocacy (OCA) and case management inquires within the timelines established.
• Will respond to and correct issues identified by Quality Improvement and provide problem root cause analysis and corrective action plans as requested.
• Know the service recipients on assigned caseload and his or her needs
• Make announced and unannounced visits to the service recipient's home. The PCS makes a minimum of three face-to-face visits per month, to monitor the needs of the service recipient and for supervision of staff. At least two of the three visits must be unannounced. Of the unannounced visits at least one visit each month must occur on Saturday or Sunday; or between 8:00 p.m. and 7:00 a.m. on a weekday.
• Provide support and assistance to any service recipient who is experiencing an emotional, behavioral, or medical crisis;
• Ensure staffing levels meet the requirements of the service recipient's Plan, with staff trained per state and organization policies.
• Ensure records are maintained per DDSD and organizational policies.
• Ensure basic household requirements are always in place, including:
o utilities and phone service;
o food supplies that meet the service recipient's nutritional needs;
o personal items;
o adaptive equipment; and
o prescription medications;
• Assist case manager as requested to prepare for and implement the Plan and its revisions per state and organizational policies.
• Be accessible to direct service staff 24 hours per day and available to respond, in person if necessary, to an emergency;
• Supervise direct contact staff to promote achievement of outcomes in the Plan.
• Responsible for the accuracy, completeness, and timely submittal of all required documentation and reports.
• Monitor service recipient records for compliance with Volunteers of America of Oklahoma and Oklahoma Developmental Disabilities Services Division (DDSD) policies and procedures and correct deficiencies when noted.
• Ensure staff are qualified to work in the home which they are assigned.
• Ensure the proper coordination of staff work schedules, time off and training schedules.
• Review applications and interview job applicants for direct support personnel positions and make staff placement decisions regarding direct support personnel.
• Conduct house audits, medication audits, training audits, and in-service/house meetings as required.
• Review and submit monthly reports on service recipient’s goals, progress, and significant changes.
• Serve as a point-of-contact for emergencies and urgent questions.
• Inform all relevant parties (e.g., Case Manager, and staff) about house or policy changes and incidents.
• Prepare for and attend all Individual Planning, Personal Support Team meetings, and management meetings as requested.
• Ensure staffing coverage as required for caseload.
• Maintain productive and professional relationships with service recipient families, co-workers, state and federal case management personnel.
• Need to be familiar with Volunteers of America of Oklahoma and DDSD policies.
• Understand and be familiar with household budgets, petty cash, personal funds, service recipient’s check stubs, authorizations and staffing schedules.
• Ensure prudent financial spending occurs and all appropriate documentation regarding expenditures meets policy requirements.
• Attend house meetings as needed. Conduct quarterly HM meetings.
• Complete required training for each home supervised.
• Meet with the family and/or service recipients prior to placement of a caregiver.
• Accompany caregiver(s) on his/her initial visit to the service recipient’s home.
• Conduct a second visit or phone assessment with the family and/or service recipient within the first two (2) weeks of service and will conduct a visit and phone assessment at least every 60 days thereafter or more frequently if required by the service plan.
• Ensure the agency supervision and all internal Quality Improvement (QI) plans are implemented as they pertain to residential services and supports.
• Will maintain strict confidentiality of all activities within the DD and other organizational departments. Confidentiality includes, but is not limited to: Pay information, personnel issues, sensitive information disclosed in meetings, pending policy or procedure changes that have not been announced, disciplinary information, information regarding any investigation, etc. Violation of departmental confidentiality could result in immediate termination.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is required to read, write, type, walk, stand, sit for prolonged periods, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift or move objects weighing up to 10 pounds and occasionally lift or move objects weighing up to 50 pounds. Frequent driving, pushing and pulling are also required.
Preferred Education and Experience Requirements:
Have a minimum of four years or any combination of college level education or full-time equivalent experience in serving persons with disabilities, or full-time equivalent experience in a supervisory position, unless this requirement is waived in writing by the DDSD director or designee.
Qualifications and Skills:
• Ability to reason clearly and make sound judgments
• Ability to communicate clearly and effectively with members, family, external stakeholders, and employees
• Ability to effectively supervise employees, monitor quality of programs, and develop/implement new programs.
• Ability to work as a team member
• Ability to work independently
• Ability to be on call 24 hours per day, seven days per week.
• Ability to operate job functions with appropriate time management and fiscal responsibility.
• Ability to establish and maintain satisfactory relations with others
• Ability to coordinate multiple tasks at once
• Ability to manage work teams (e.g., conducting team meetings)
• Ability to determine what is in the service recipient’s best interest (e.g., safety)
• Ability to handle sensitive issues while protecting others’ welfare
• Ability to be honest, reliable, dependable, and professional at all times
• Ability to exercise patience, understanding, creativity, and flexibility
• Ability to be a team player, detail oriented, decision maker, self-starter, self-motivator who demonstrates leadership qualities
• Ability to audit service recipient’s related records
• Ability to share information through coaching, teaching, and training
• Possess a social security card
• Maintain a valid Oklahoma Driver’s License
• Maintain current automobile insurance
• Possess reliable transportation
• Maintain an acceptable driving record
• Maintain an acceptable OSBI
• Maintain an acceptable Community Services Registry check
• Excellent proven written and spoken communication skills
• Knowledge of disability types (e.g., developmental disorders and physical disorders)
• Knowledge of individual service recipients (e.g., range of function, special needs)
• Knowledge of safety guidelines (e.g., general emergency procedures)
• Knowledge of Volunteers of America of Oklahoma (e.g., policies and procedures, services provided)
• Knowledge of related parties (e.g., DHS, monitoring agencies, service recipient’s family)
• Excellent oral and written communication skills.
• Ability to maintain accurate records and present data contained in those records in a timely manner.
• Ability to share information through coaching teaching and training.
• Competent user of all MS Office Suite applications (Outlook, Word, Excel, PowerPoint, etc.)
Certification of Understanding:
The company reserves the right to revise or change job duties as business needs dictate. It is mutually agreed that this job description does not constitute a written or implied contract of employment. It is understood the company reserves the right to change the work schedule as required, to include overtime.