ASSISTANT VOCATIONAL COORDINATOR

Job Description

Job Description

OVERVIEW: The Assistant Vocational Coordinator (AVC) is a direct-service and administrative support position within the Employment Training Program (ETP). The Lead maintains an active participant caseload while supporting the day-to-day organization, quality assurance, and administrative operations of ETP services, with a primary focus on Job Discovery.

Working under the direction of the Vocational Coordinator, the AVC supports the ETP process from enrollment and Job Discovery through recommendations for Job Development or Vocational Development. The AVC reviews required ETP paperwork, Discovery Reports and corresponding plans, monitors documentation and deadlines, maintains monthly trackers, and identifies items requiring follow-up to support accurate and timely program operations.

The AVC serves as an experienced resource to Job Developers and other vocational staff regarding ETP processes, documentation requirements, systems, workflows, and established service expectations. The role works closely with the Vocational Coordinator to promote consistent, accurate, and compliant ETP service delivery.

Key Responsibilities

Direct Service 

• Maintain an active caseload and provide direct billable services to assigned participants.
• Provide individualized vocational services in accordance with participants' Life Plans, Staff Action Plans, employment goals, and authorized services.
• Provide and support Job Discovery services, including file review, participant and team interviews, observations, site assessments, career research, and other discovery activities as assigned.
• Maintain consistent communication with participants, families, employers, and other members of the Circle of Support as appropriate.
• Complete all required service documentation accurately and within established timeframes.
• Monitor assigned participants' progress and communicate concerns, changes, or barriers to the Vocational Coordinator.

Administrative Responsibilities

• Maintain and update all designated ETP monthly trackers, Job Discovery tracking records, rosters, spreadsheets, and other required operational records.
• Review Discovery Reports for completeness, quality, and alignment with findings, and review the corresponding Job Development Plan or Vocational Development Plan prior to submission for supervisory approval.
• Review ETP Part 1 and Part 2 paperwork for completeness and accuracy, identify missing information, and coordinate follow-up with participants, families, Care Managers, Job Developers, and other team members as needed.
• Coordinate and schedule required fingerprinting and related ETP onboarding requirements associated with Part 2 approval and participation in the Employment Training Program.
• Oversee service activity within Job Discovery, including monitoring progress, documentation, utilization of discovery hours, required assessments, completion of reports, and movement toward a formal vocational recommendation.
• Collect, review, and maintain information required for monthly ETP reporting and trackers, including Job Discovery and Job Development service utilization and status updates.
• Track ETP deadlines, approvals, outstanding documentation, Part 1 and Part 2 status, fingerprinting requirements, Discovery Report completion, and corresponding plan completion; provide regular updates to the Vocational Coordinator.

Operational Support

• Serve as an experienced resource to staff regarding established ETP processes, Job Discovery requirements, documentation standards, and administrative procedures.
• Assist Job Developers and vocational staff with locating ETP forms, understanding Part 1 and Part 2 requirements, completing Job Discovery workflows, and following established program processes.
• Support onboarding and orientation of new staff as directed by the Coordinator.
• Assist with communicating program reminders, deadlines, and operational updates as directed.
• Participate in team meetings, trainings, and program planning activities.
• Escalate participant, staff, compliance, documentation, approval, or operational concerns related to ETP to the Vocational Coordinator.

Additional Responsibilities

• Maintain regular communication with the Vocational Coordinator regarding ETP caseload activity, Job Discovery progress, monthly trackers, pending approvals, and administrative responsibilities.
• Remain available to address assigned ETP program needs within the scope of the Lead role.
• Attend required trainings, meetings, and organizational activities.
• Maintain professional relationships with participants, families, employers, staff, and community partners.
• Complete additional ETP direct-service or administrative responsibilities as assigned.

Qualifications

• Experience providing employment, vocational, Job Discovery, or supported employment services to individuals with intellectual and/or developmental disabilities preferred.
• Employment Training Program (ETP) and/or Supported Employment experience preferred.
• Strong organizational, documentation, and time-management skills.
• Ability to balance direct-service responsibilities with administrative deadlines.
• Must be computer proficient, including use of spreadsheets and electronic documentation systems.
• Valid NYS Driver's License required.
• Must have reliable transportation with proof of insurance and registration.
• Smartphone required.