Program Operations Coordinator

Program Operations Coordinator

The Program Operations Coordinator plays a critical role in helping our residential treatment program operate efficiently, remain compliant, and provide exceptional care to every child we serve. This position serves as the administrative hub of the program by coordinating medical services, maintaining regulatory documentation, supporting quality assurance efforts, and ensuring information flows accurately across multiple departments. The ideal candidate is exceptionally organized, proactive, detail-oriented, and thrives in a fast-paced environment where priorities change quickly. Success in this role requires someone who enjoys creating order from complexity, solving problems independently, and working collaboratively with clinical, administrative, and direct care teams.

Duties and Responsibilities

Administrative Operations

• Coordinate and schedule medical, dental, vision, behavioral health, and specialty appointments for children receiving services.
• Prepare appointment documentation and ensure all required paperwork accompanies each child.
• Maintain comprehensive appointment calendars and tracking systems.
• Coordinate transportation logistics for appointments as needed.
• Provide administrative support to program leadership.
• Assist with planning meetings, special projects, and agency initiatives.
• Serve as backup for front office operations and reception when necessary.
• Utilize ordering system to maintain adequate supplies within the program.

Records Management & Compliance

• Maintain complete, accurate, and organized client records in accordance with agency policy, licensing standards, Medicaid requirements, and contractual obligations.
• Scan, upload, organize, and index documentation within electronic record systems.
• Obtain records from schools, medical providers, DFPS, prior placements, and other external partners.
• Monitor documentation deadlines and proactively follow up on missing information.
• Support licensing reviews, audits, contract monitoring, accreditation activities, and agency inspections.

Quality Assurance & Reporting

• Conduct routine quality assurance audits of client records.
• Identify documentation deficiencies and coordinate corrective actions with appropriate staff.
• Prepare operational reports for leadership, quality improvement initiatives, grants, licensing, and contracting requirements.
• Assist leadership with tracking compliance metrics and program performance indicators.
• Recommend improvements to administrative systems and workflow processes.

Collaboration & Communication

• Serve as a liaison between internal departments and external partners to ensure timely communication and coordination.
• Build positive working relationships with medical providers, schools, DFPS staff, families, and community partners.
• Maintain confidentiality while exercising sound professional judgment.
• Promote a positive, collaborative, and service-oriented work environment.
• Support New Horizons' mission, philosophy, and organizational values in all interactions.

Other Responsibilities

• Perform additional duties as assigned to support the mission and operational needs of the agency.

Qualifications

• High school diploma or GED. Associate's degree in business administration, healthcare administration, human services or a related field preferred. Will substitute for experience.
• Minimum of three (3) years of progressively responsible administrative or operations support experience.
• Excellent organizational and time management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to prioritize competing responsibilities in a fast-paced environment.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and electronic documentation systems.
• Ability to maintain strict confidentiality.
• Valid Texas driver's license with an acceptable driving record.
• Preferred experience with electronic health records (EHR) or case management systems.
• Preferred experience supporting regulatory compliance, quality assurance, or accreditation activities.

Working Conditions

This position is primarily performed in an office environment within a residential treatment setting. The employee will regularly interact with children, families, staff, medical providers, schools, and community partners and will routinely use computers, telephones, scanners, printers, and other standard office equipment. Occasional local travel may be required to support program operations, meetings, or agency initiatives. The position requires the ability to adapt to changing priorities, manage multiple responsibilities simultaneously, and maintain professionalism in a fast-paced environment.

Physical Requirements

The employee must be able to sit, stand, and walk for extended periods throughout the workday; frequently use hands and fingers to operate computers and standard office equipment; communicate effectively in person, by telephone, and through written correspondence; and possess sufficient visual acuity to review electronic and paper records. The position also requires occasional bending, stooping, reaching, and lifting or carrying materials weighing up to 25 pounds.

Why Join New Horizons?

At New Horizons, you'll have the opportunity to practice clinically and make an impact beyond the therapy room. We want clinicians who bring ideas, build relationships, share their expertise, and help us continue developing services that meet the needs of children and families. You'll be supported by an organization that values clinical expertise, professional development, innovation, and the role strong relationships play in helping people heal.

What You Get When You Work for New Horizons

• 100% paid health insurance premiums for employees after eligibility period
• Paid Time Off beginning upon hire
• Eligibility for bonus opportunities
• Professional development and training
• Paid work anniversary trips beginning at five years of service

The services you strengthen, the staff you develop, and the decisions you make in this role will directly impact the lives of children who need safety, stability, and healing. If you're ready to lead with purpose and keep kids first in every decision, we'd be honored to meet you.