Program Administrator

Position Title : Program Administrator

Position Type: Full time (40 hours/week)

Reports to : Director of Care at Home by JFS

Location : West Hartford, Connecticut

Salary Range : $70,000 - $80,000 annually, depending on experience

Employee Status : Exempt

Purpose

The purpose of this job description is to communicate the responsibilities and duties associated with the position. It should also be noted that some responsibilities and duties may not be specifically addressed. Further, Care at Home by JFS emphasizes a team approach and fully expects every person to perform any reasonable task or request that is consistent with fulfilling business objectives.

Position Summary

Care at Home by JFS is a reputable non-medical home care agency dedicated to helping seniors age safely and with dignity at home. We are seeking a dynamic, outgoing professional who is as passionate about people as they are about growth. This role requires someone who can naturally build trust with team members, referral sources, and partners while empathetically guiding families through their home care journey.

In this multifaceted role, you will drive the agency’s success through three core areas:

• Sales & Growth: Serving as our lead "closer" by converting inquiries into clients and building a robust referral network among local medical and community partners.
• Operational Excellence: Working side-by-side with the Director, you will help execute consistent operations in the office, including care coordination, scheduling, and data-driven quality control.
• Client Impact: Directly managing a personal caseload, ensuring every client receives high-quality, coordinated care from the moment they join us.

The ideal candidate is a self-motivated professional who thrives on building relationships, solving complex

logistical puzzles, and making a tangible difference in the lives of seniors.

Schedule

The position works five days per week, based out of our West Hartford office, with flexibility to allow for visiting community partners and potential clients at times that are most convenient.

Key Responsibilities

The essential functions of this position include but are not limited to the following:

• Partner with the Director to identify and pursue new business opportunities to consistently grow the agency’s reach and caseload.
• Act as the first point of contact for families or partners inquiring about our services.
• Act as the primary closer for new business by converting inquiries into active clients and leading the transition from initial contact to the start of care.
• Represent the agency at local events and meetings to build brand awareness.
• Network with key medical partners to establish Care at Home as the preferred provider for their referrals including home care providers, hospitals, physicians, discharge planners, insurance companies, and community organizations.
• Support Director in oversight of Care at Home operations, including recruitment, scheduling, and care coordination.
• Manage a dedicated caseload of clients, serving as their primary point of contact and ensuring all care plans are implemented effectively.
• Coach caregivers and proactively address errors, problems, complaints and/or disputes.
• Act as a key advisor to the Director on personnel matters, providing daily insights and performance feedback to support final decisions on hiring, evaluations, and staff development.
• Provide oversight of caregiver schedules to maximize client coverage and service efficiency.
• Use software systems to track caregiver hours and ensure all client and employee files are up to date and compliant.
• Analyze and present key performance indicators to the team, identifying trends to drive departmental improvements.
• Assist with new employee orientations and/or schedule training as needed for employees.
• Prepare and manage reports, manuals, correspondence, and other documents.
• Partner with the Director to evaluate, establish, and refine agency policies and procedures.
• Participate in weekly on-call coverage schedule as assigned by Director of Care at Home.
• As-needed maintenance and oversight of Uniper assistive engagement technology.
• Additional/other duties or job functions may be required as deemed necessary by Care at Home.

Core Competencies

• Superior skills in person, via telephone, and through video conferencing.
• A natural ability to build trust, use creative sales techniques to reduce barriers, and successfully "close" cases with empathy.
• Ability to prioritize multiple tasks, redirect workflow as needed, and manage a daily schedule with minimal supervision.
• Steady under pressure and proactive in taking ownership of all job aspects.
• Ability to thrive in a team environment while maintaining a respectful, inclusive, and welcoming attitude toward diverse clients and caregivers.

Required Qualifications

• 3–5 years in a human services role
• Prior experience in home care, healthcare support, or administrative roles specifically serving older adults and their families.
• Ability to learn and strictly follow laws, regulations, and guidelines for non-medical home care.
• An outgoing, high-energy professional who balances a "results-driven" mindset with deep compassion.
• Must possess - or be able to obtain before the start date - a valid and appropriate state driver’s license, registration, along with access to a reliable car, with proof of insurance.

Preferred Skills and Experience

• Degree in a relevant field (Social Work, Gerontology, Business, etc.).
• Certified Dementia Practitioner (CDP).
• Direct experience working with older adults inside their homes.
• Familiarity with non-medical home care business operations.
• Availability for early mornings, evenings, or weekends as needed to meet with families or partners.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must be able to:

• Walk and stand for periods of time
• Sit, bend, stoop and kneel

Benefits of Working for Our Team

In addition to salary, the following benefits are available for this position:

• Paid Time off: Fifteen (15) days of paid time off annually (twenty days of paid time off after 5 years); Fifteen (15) days of paid sick time annually; Approximately fifteen (15) paid holidays annually, this includes a mix of legal, national, and Jewish holidays.
• Additional Longevity bonus after two (2) years of employment. For every two (2) years of service, employees will be given one (1) longevity day, up to a maximum of five (5) days.
• Mileage reimbursement for travel outside of regular daily commute.
• Medical, dental, and vision insurance (JFS pays 70% of premiums).
• Peace of mind, with Long-Term Disability Insurance, Group term life insurance at no cost to employees.
• Options for employees to elect additional term life insurance.
• Options to contribute to a 403(b) retirement account.
• Employee Assistance Program (EAP).
• Professional Development opportunities including membership in the Network of Jewish Human Service Agencies where ideas are shared, support is offered, and collaboration with colleagues throughout North America is encouraged.

To Apply

Please submit your resume and a cover letter or brief statement of interest (2-3 paragraphs) to Brenna Doyle, Director of Programs & Systems via email at ***email_hidden***.

Cultural Competence

Employees will be sensitive and responsive to the ethnic, racial, cultural, socio-economic, religious and national diversity in JFS’s service population and among its employees. This role involves working with members of our community who may be experiencing food and financial insecurity. Whoever fills this role must be empathetic and sensitive to the needs of our clients and have the ability to serve clients without judgement. Understanding of and appreciation for Jewish community and culture is critical.

Equal Employment Opportunity Commitment

It is the policy of JFS to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, marital status (including civil unions), national origin, ancestry, military/veteran status, genetic information, pregnancy, disability, hair texture/protective hairstyles, status as a domestic violence victim, erased criminal record information or any other characteristic protected by law, and to treat applicants and employees in a non-discriminatory fashion in compliance with applicable law.