Program Coordinator

Job Description

Job Description

Position Title : Program Coordinator

Department : Varies

Reports To : Program Director

POSITION SUMMARY

The Program Coordinator is responsible for overseeing the day-to-day operations of the Substance Use Disorder (SUD) outpatient program to ensure efficient, compliant, and high-quality service delivery. This role provides administrative and operational support to clinical staff, monitors program performance, and ensures adherence to agency policies and regulatory requirements.Key responsibilities include auditing SUD counselor treatment plans, client charts, and clinical documentation for accuracy, completeness, and compliance with state, county, and accreditation standards. The Program Coordinator works closely with counselors and leadership to identify documentation deficiencies, provide corrective guidance, and support continuous quality improvement efforts.The Program Coordinator also ensures the outpatient program operates smoothly by coordinating workflow, maintaining program schedules, supporting staff communication, monitoring client service delivery, and assisting with reporting and compliance activities. This position serves as a liaison between clinical staff, administration, and external partners to promote effective program operations and positive client outcomes. Competitive pay and excellent benefits.

HOURS : 8 per day / 5 Days per Week

Benefits Package

• Medical Insurance
• Dental Insurance
• Vision Care Plan
• Life Insurance
• Paid Holidays
• Flexible Spending Account (FSA)
• Paid Vacation Time
• Sick Time
• 401(k) Retirement Plan
• Competitive wages
• Stability and career advancement
• Continuing Education Opportunities

CATAGORIES OF DUTIES

1. Responsible for supervision of staff as assigned by Director. Depending on the nature of the department, office, program, or unit, this may include: counselors, case managers, health educators, outreach workers, intake specialists, technicians, dietary, maintenance, housekeeping, or front office staff.

2. Responsible for insuring staff and patient safety through oversight of physical plant maintenance functions.

3. Performs and/or oversees regular chart audits, record keeping, and other reporting and documentation functions as assigned to ensure that all records are maintained in accordance with all applicable TTC policies, procedures, and external regulations and standards, including but not limited to the Joint Commission, State, County, and City.

4. Completes or participates in the development and submission of various reporting requirements as assigned. Such reporting may include Continuous Quality Assurance reports, various performance improvement reports, data reports of various types, prevention, repair and other maintenance reports to include fire life safety and other environment of care reporting.

5. Actively seeks to expand network of referral resources through regular networking and outreach activities as assigned.

6. Attends in-service training and educational workshops.

7. Cooperates and communicates fully with other staff members and supervisors regarding patient and/or staff behavior, progress, and activities, as appropriate.

8. Conducts self in a professional manner in areas of dress, language, attitude, and behavior. At all times is a role model for staff and patients. Exhibits full knowledge and support of TTC’s philosophy and objectives.

9. Fully understands and maintains policies regarding professional ethics, including appropriate boundaries and patient confidentiality.

10. As appropriate, documents in the medical record any rendered services.

11. Participates in medical record and other report and record reviews as assigned.

12. Utilization review activities, as required.

13. Knowledge of current legal standards pertaining to professional practice, reporting requirements (i.e., suspected abuse; Tarasoff), professional boundaries, and related issues.

14. Conducts or participates in performance evaluations of interns and other staff, as required.

15. Attends clinical and administrative committee meetings, as requested.

16. Participates in community events, presentations, meetings, and outreach on behalf of TTC.

17. Additional functions as specifically requested by the Program Director and/or Administrator.

1. Day to Day Patient Operations including but not limited to:

• Patient flow/movement
• Crisis Management/visibility on the floor
• Cleanliness of the Environment; Unit Inspections
• Enforcement of rules and approval of consequences
• Identification of AMA risks
• Supervise urinalysis and search training as applicable to program/unit.
• UA testing oversight and reporting
• New patient orientation
• Oversee and monitor activities and schedules of assigned staff.
• Oversee patient placement including room assignment as applicable
• Certain items above may apply outside of TTC programs, as in places such as patient reception, dining, outdoor areas, etc.

2) Staff Supervision

• Orientation of new employees
• Scheduling staff coverage, time-off requests, etc.
• Evaluations
• Assisting Director with hiring activities and discipline.
• Timekeeping
• Support to staff
• Ongoing supervision of documentation compliance in medical records.
• Chart and other record audits with others on Management team

3) Taking outcome of chart/record audits back to those on each shift to manage compliance.

4) Administration

• Active participation in agency-wide committees as assigned.
• Support the management team and to act as an agent of the organization in all situations utilize management team meetings as a forum to resolve differences.
• Attends weekly management meetings with Program Director
• Attends in service training and educational workshops.
• Attends all required staff meetings

5) Other

• Provide staffing and provide crisis management, as needed.
• Work closely with staff to monitor adherence to organizational philosophy goals and objectives. (For Clinical Staff) Administers waived tests (urine pregnancy test, blood glucose test, UA drug screen, breath alcohol test, hemoglobin [HbA1c], and COVID 19 & flu A+B tests) and maintains annual waived testing requirements/trainings.

EDUCATION/EXPERIENCE/QUALIFICATIONS GUIDELINES

• Minimum High school diploma/GED. Completion of higher education (Bachelors, Master’s degree, etc.) may be required depending on contractual obligations. Counselor registration or certification is required if providing SUD services.
• Minimum two (2) years supervisory experience preferably in a healthcare setting.

SETTING

Tarzana Treatment Centers, Inc. is a non-profit corporation, which provides behavioral healthcare services, including substance use dependency.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Tarzana Treatment Centers, Inc. is an equal opportunity employer and does not discriminate based on race, national origin, religion, gender, sexual orientation, disability, or any other characteristic protected by federal, state, or local law.

ADA REQUIREMENT

Tarzana Treatment Centers, Inc. supports the Americans with Disabilities Act. Discrimination is prohibited in all aspects of employment against disabled persons, who, with reasonable accommodations, can perform the essential functions of a job.

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