The Program Coordinator is responsible for ensuring compliances with mandated guidelines; regulatory compliance; agency, state, and federal policies; and overall quality services through monitoring, review, and auditing of timely and accurate documentation. The Program Coordinator’s role supports high quality of services delivered to all service recipients while encouraging a person-centered approach to delivery of services. The Program Coordinator must utilize professional discretion and represent the agency in an effective leadership role.
Essential Duties and Responsibilities:
• Manage several houses at one time; ensure employees conduct duties in accordance with Volunteers of America of Oklahoma policies and procedures, contract requirements, and applicable laws.
• Ensure house staff are qualified to work in a given home.
• Monitor home records for compliance with Volunteers of America of Oklahoma and DDSD policy and procedures.
• Coordinate staff work and training schedules.
• Complete and ensure paperwork submitted is accurate, up-to-date, and timely (e.g., timesheets, mileage sheets, monthly reports, incident reports).
• Review applications and interview job applicants for DSP and HM positions.
• Make placement decisions regarding service recipients, DSPs, and HMs.
• Take disciplinary action regarding DSP and HM positions, as needed.
• Provide ongoing coaching, support, and counseling of staff.
• Assist HMs in resolving house problems.
• Conduct quarterly house audits, med audits, training audits, and in-service/house meetings as required.
• Conduct house visits according to Volunteers of America of Oklahoma and state policy.
• Participate in the development and implementation of the service recipient’s Individual Plan (IP). Ensure the entire IP is implemented accordingly.
• Monitor outcomes to ensure staff and service recipients follow the current IP.
• 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 Personal Support Team meetings, and management meetings as requested.
• Fill in for HMs and DSPs as required.
• Maintain relationships with families, professionals, and Case Managers.
• 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.
Education and Experience Requirements:
• Bachelor’s degree and one (1) year experience working with developmental disabilities; or
• Combination of education and experience working with developmental disabilities totals four (4) years.
Job Knowledge, Skills and Abilities:
• Knowledge of and ability to use computer equipment and software (e.g., word processing programs, spreadsheets)
• Knowledge of and ability to use telecommunication equipment (e.g., pager, cellular telephone)
• Knowledge of and ability to use medical equipment (e.g., gastrointestinal tube, blood testing equipment)
• Knowledge of and ability to use communication devices (e.g., books, picture boards, hearing aids)
• Knowledge of and ability to use transportation devices (e.g., car, wheelchair, wheelchair lift)
• Knowledge of and ability to use domestic appliances (e.g., gas range, vacuum cleaner, microwave oven)
• Knowledge of disability types (e.g., developmental disabilities, physical disabilities, mental disabilities)
• Knowledge of individual service recipients (e.g., range of function, special needs)
• Knowledge of medications (e.g., how and when to administer)
• Knowledge of safety guidelines (e.g., general emergency procedures)
• Knowledge of VOA (e.g., policies and procedures, services provided)
• Knowledge of related parties (e.g., DHS, monitoring agencies, service recipient’s family)
• Skill in coordinating multiple tasks at once
• Skill in managing work teams (e.g., conducting team meetings)
• Skill in deciding what is in the service recipient’s best interest (e.g., safety)
• Skill in communicating with service recipient’s, families, employees, and others (e.g., speaking)
• Skill in implementing first aid and CPR procedures
• Ability to be on-call 24 hours a day, 7 days a week
• Ability to serve as a leader and role model for other Program Coordinators, house staff, and service recipients
• Ability to engage in service recipient’s hygiene, manage behavior problems, and meet other challenges
• 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 work well with others as a team
• Ability to audit service recipient-related records
• Lifting and moving a minimum of 50 pounds
• Pulling (e.g., van doors, wheelchairs in to elevators), Pushing (e.g., wheelchairs)
• Flexing (e.g., reaching)
• Restraining (e.g., in controlling violent outbursts)
• Bending and crouching
• Most work undertaken in office setting at local Volunteers of America of Oklahoma office
• Regular visits to service recipient homes
Other Conditions of Employment:
• Must possess a Social Security card.
• Must possess a current, valid Oklahoma driver’s license.
• Must possess proof of current car insurance.
• Must possess a reliable vehicle for transportation.
• Must have an acceptable OSBI.
• Must have an acceptable Community Services Registry check.
• Must have an acceptable driving record.
• Must have documentation of completion of all required DD training.
• Subject to random drug testing. Refusal by employee to take a requested drug test will be grounds for dismissal.
The company reserves the right to revise or change job duties as business dictates. It is mutually agreed that this job description does not constitute a written or implied contract of employment.