ASSISTANT PROGRAM COORDINATOR

ASSISTANT PROGRAM COORDINATOR

Original Date: June 2018


Revised: September 2021, December 2025

Employment Status: Hourly / Non-Exempt


Reports To: Program Coordinator


Supervises: Residential Specialists


Affiliate: Supportive Concepts for Families

Employee Name: ___________________________

NETWORK-WIDE FUNCTIONS

The Assistant Program Coordinator shall:

• Comply with all OSHA requirements and guidelines.


• Adhere to all Fire and Safety policies and procedures.


• Follow all Personnel policies and procedures.


• Adhere to all Residential policies and procedures.


• Maintain compliance with all applicable governmental and licensing regulations.


• Observe all HIPAA policies and procedures and maintain confidentiality at all times.


• Complete and return all paperwork distributed by the Human Resources Department within required timeframes.


• Attend all required trainings, meetings, and professional development activities.


• Maintain a professional demeanor and exercise sound judgment in all aspects of employment.


• Foster a positive, team-oriented work environment.

EQUIPMENT AND VEHICLE REQUIREMENTSVehicle Requirements

• Valid driver's license.


• Current vehicle registration.


• Reliable, functional vehicle.


• Current automobile insurance.

Equipment Operation

• Telephone and cellular telephone.


• Copier and fax machine.


• Computer and calculator.

Computer Skills

• Proficiency in Microsoft Office applications.


• Ability to utilize agency electronic systems, including SETWorks.

PHYSICAL DEMANDS

The employee must be able to perform the physical requirements of the position, including:

• Sitting for extended periods at a desk or meeting table.


• Reaching, bending, standing, stooping, and twisting.


• Climbing stairs.


• Driving a vehicle.


• Operating adaptive equipment and household appliances.


• Lifting, pushing, and/or pulling up to fifty (50) pounds.

SAFETY AND COMPLIANCE KNOWLEDGE

Knowledge of and compliance with:

• Bloodborne Pathogens standards.


• Right-to-Know regulations.


• HIPAA requirements.


• Security policies and procedures.


• Fire and Safety regulations.

WORKING CONDITIONS

Work is performed in a variety of settings, including:

• Office environments.


• Community Living Arrangements (CLAs).


• Family and residential homes.


• Day program settings.


• Community-based locations.

Remote work is not available for this position.

MINIMUM QUALIFICATIONSEducation

• High School Diploma or GED required.

Preferred Experience

• Minimum of one (1) year of experience in human services or a related field.


• Experience supporting individuals with mental health diagnoses.


• Strong communication, interpersonal, and organizational skills.


• Excellent attention to detail.

POSITION SUMMARY

The Assistant Program Coordinator is responsible for supporting the Program Coordinator in the oversight and operation of assigned Community Living Arrangements (CLAs). The position promotes quality services, regulatory compliance, staff development, person-centered supports, and overall health and safety for consumers.

The Assistant Program Coordinator shall:

• Perform duties with autonomy, professionalism, discretion, and diplomacy.


• Demonstrate respect and professionalism when interacting with consumers, employees, supervisors, families, and external stakeholders.


• Serve as an advocate for agency policies, procedures, and best practices.


• Support a person-centered, trauma-informed approach to service delivery.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIESConsumer Support and Program Oversight

• Ensure consumers experience meaningful and person-centered daily activities.


• Provide oversight for one (1) assigned CLA.


• Conduct weekly site visits and oversight activities.


• Ensure the cleanliness, safety, and organization of the home environment.


• Verify completion of required cleaning schedules and household tasks.


• Conduct monthly fire drills and maintain related documentation.


• Complete assigned program oversight reviews.


• Conduct quality inspections across all shifts.


• Assist with emergency situations within the CLA as needed.

Medical and Medication Oversight

In collaboration with the Program Coordinator:

• Attend consumer medical appointments as required.


• Complete requirements to become a Medication Administration Observer.


• Monitor medication supplies and ensure timely refill requests.


• Reconcile medications weekly upon delivery prior to the start of each week.


• Ensure medication administration documentation is completed accurately and daily.


• Verify that all staff administering medications maintain required certifications and training.


• Complete first medication-cycle checks and medication change reviews as required.

On-Call Responsibilities

• Participate in the agency's on-call rotation.


• Remain available by telephone 24 hours per day, 7 days per week, during assigned on-call periods.


• Coordinate coverage with another Program Coordinator or Assistant Program Coordinator when unavailable.

PART Team Participation

• Participate in PART team activities and required associated trainings.

Training and Staff Development

• Monitor employee training compliance and notify staff of upcoming training requirements.


• Conduct and observe medication administration practicums.


• Provide in-home orientation and individual-specific training for substitute staff as directed.


• Review Critical Information Books with all assigned employees.


• Submit required training documentation to the Training Department.

Regulatory Compliance

Maintain a thorough understanding of all applicable regulations, bulletins, laws, and agency policies and procedures, including:

• Maintaining the home environment in compliance with regulatory standards.


• Ensuring consumer records and files are complete and compliant.


• Monitoring employee training compliance and documentation requirements.

Electronic Documentation and Record Review

• Review all CLA documentation within SETWorks daily.


• Identify and report concerns to the Program Coordinator.


• Monitor documentation completion and accuracy.


• Follow up with staff regarding missing or incomplete documentation.


• Monitor completion of daily Residential Specialist chore charts.


• Ensure MARs/eMAR documentation is completed daily.

Staff Supervision and Performance Support

• Utilize Person-Directed Framework principles and Non-Violent Communication practices.


• Mentor employees and provide ongoing coaching and constructive feedback.


• Identify opportunities for employee growth and development.


• Collaborate with staff to resolve concerns and improve service delivery.


• Complete employee performance evaluations accurately and within established timelines.


• Report employee concerns to the Program Coordinator and Human Resources as appropriate.

Household and Financial Management

• Complete food shopping and maintain adequate household supplies.


• Communicate household needs to the Program Coordinator.


• Monitor completion of required paperwork and documentation according to established deadlines.


• Complete expense tracking for petty cash and consumer funds and submit records to the Program Coordinator.


• Ensure all household and consumer funds are safeguarded and documented according to agency policy.


• Monitor required daily financial reconciliations and fund counts.

Transportation and Vehicle Oversight

• Assist with vehicle operation training and wheelchair securement training.


• Support employees in maintaining safe transportation practices.


• Monitor and maintain company vehicles, including reporting maintenance needs.

Communication and Meetings

• Communicate concerns, updates, and operational needs to the Program Coordinator.


• Co-facilitate staff meetings as assigned.


• Establish and maintain professional relationships with funding entities, case managers, counselors, families, employers, day programs, and other external stakeholders.

Incident Management

• Report incidents in accordance with agency Incident Management policies and procedures.


• Ensure required documentation and follow-up activities are completed accurately and timely.

Scheduling Responsibilities

• Assist the Program Coordinator with schedule management and staffing coverage.


• Provide support regarding time-over and time-under reports.


• Assist with maintaining live staff schedules.


• Coordinate coverage for employee absences.


• Notify Human Resources of employee absences as required.


• Fill open shifts to minimize overtime.


• Maintain accurate and current staffing schedules.

Additional Duties

• Perform other duties and responsibilities related to the assigned CLA as directed by the Program Coordinator.