Respite Program Coordinator

Job Description

Job Description

BASIC FUNCTION:

The Respite Program Coordinator is responsible for administering and supervising respite personnel, managing cases for UCPIE’s Routine Respite Program, and ensuring high-quality service delivery to clients and families. This role involves coordinating the recruitment, training, and evaluation of respite staff to maintain a skilled and compassionate workforce. The Respite Program Coordinator will also oversee the development and implementation of individualized care plans that align with the needs of clients and families, ensuring compliance with all relevant policies, procedures, and regulatory requirements.

Additionally, the Respite Program Coordinator will collaborate with various stakeholders, including families, service coordinators, and community organizations, to facilitate access to resources and enhance service delivery. This position requires effective communication and organizational skills to manage multiple priorities, resolve conflicts, and support the ongoing professional development of respite personnel. The Respite Program Coordinator will also track program outcomes, analyze data, and prepare reports for management to inform decision-making and drive continuous improvement in the program.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Case management :
• Provide case management for families in UCPIE’s Routine Respite Program.
• Assure all client hours are being used/monitor attendance.
• Follow up with clients not using service hours and identify the reason/problem; offer creative solutions to get them to start using their hours.
• Identify existing clients who need a respite worker due to staff changes and work with the Staffing coordinator to find a reassignment for that client.
• Resolve family issues or concerns regarding their respite worker or respite program.
• Enroll new families into routine respite programs by 1) reviewing referrals, 2) communicating with IRC, 3) communicating with the Outreach Coordinator, and 4) notifying the admin team.
• Once the authorization has been received notify the admin team.
• Once families are enrolled ensure that they know how many authorized hours they have been approved for and when is their start date including mileage and document discussion on respite track.
• Staff supervision:
• Assure respite workers are trained to work with their assigned client/s.
• Manage respite workers' information in Respitrak on the computer database UCPIE is using.
• Supports respite worker's information in a computer database as needed; ensure all respite workers maintain employment requirements i.e., current car insurance, current car registration, and current CPR & First Aid Certification.
• Supports respite employee information is current in a computer database; updates changes in address, current phone numbers, current e-mail addresses, etc.
• Assure employees meet respite employee job expectations and hold them accountable when they do not.
• Receive and review daily notes from respite workers.
• Investigate suspicion of fraudulent activity of a respite worker; forging signatures taking clients on community outings during In-Home Respite Care and other such activities that fall out of the Respite Program design.
• Oversee respite worker quarterly training (written modules)
• Conduct respite worker annual in-house training.
• Timekeeping:
• Assist with correcting respite workers mistakes on the database if clocked in wrong, forgot to clock in or out, etc.
• Provide support to respite staff as needed on how to use the clock in the system and submit their timecard.
• Monitor mileage i.e., approve or deny additional mileage requests.
• Monitor overtime i.e., grandfathered approvals, daily overtime, and weekly overtime.
• Review employee assignments to adhere to UCPIE’s employment status’ such as part-time and full-time hours.
• Additional duties:
• Conduct Annual Respite Audit of client files
• Assist in forecasting the respite program budget, setting revenue goals, and meeting those goals.
• Attend UCPIE events; assist as needed.
• Maintain a directory of where respite staff can obtain fingerprints and CPR & First Aid Certification.
• Assist with all projects for the benefit of UCPIE families.
• Report day-to-day activities to the Director of Program services i.e., trends in hours fraud, etc.
• Conduct emergency procedures for clients i.e., special incident reports; CPS reports, etc.
• Communicate and work effectively in a team environment with other key respite personnel and administrative staff.
• Daily operations are also subject to change based on outcome measurements of systems incorporated to program operations.

COMPETENCIES:

· Leadership

· Communication Proficiency

· Decision Making

· Initiative

· Teamwork

· Personal Effectiveness/Credibility

· Stress Management/Composure

· Learning Orientation

· Time Management

WORK ENVIRONMENT & EXPECTED HOURS OF WORK:

This position operates within a professional office environment and utilizes standard office equipment, including computers, phones, printers, scanners, and photocopiers. The Respite Program Manager typically follows a Monday-to Friday-schedule from 9 a.m. to 5 p.m. However, availability for evenings and weekends is required when job duties necessitate flexibility outside of the standard schedule.

Hours may vary based on outreach activities, which may include weekends, evenings, and split shifts. This is a full-time exempt position that may require more than the standard 40-hour work week, including travel on behalf of the agency for various initiatives.

The role is primarily based in an indoor office setting but will also involve outdoor outreach and fundraising events. The Respite Program Manager is expected to collaborate effectively across departments within UCPIE, contributing positively to team dynamics and organizational goals.

Please note that this job description and the associated position may be modified by the company at any time due to organizational restructuring, with or without notice.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to talk and hear. This position may require employees to sit for prolonged periods of time (up to 8 hours). Employees are also frequently required to stand, walk, use their hands to type, handle, or feel, and reach with their hands and arms.

Additionally, employees may be required to lift and carry items weighing over 20 pounds. The physical demands outlined here represent the essential functions that must be met by an employee to successfully perform this job

TRAVEL:

This job requires some travel; the employee must be able to drive their own vehicle to on-boarding appointments throughout the Inland Empire.

REQUIRED EDUCATION, SKILLS, AND EXPERIENCE

• A bachelor’s degree in human services or a related field is preferred; equivalent experience will be considered.
• Proficiency in computer applications, including Word, Excel, PowerPoint, LogMeIn, Dropbox, and Zoom.
• Ability to learn and teach tailored software systems for managing the respite program.
• Typing speed of at least 45 WPM.
• A minimum of 2 years of management experience is preferred.
• Significant experience in the disability field, particularly within the California Developmental Disability System and Regional Center, is highly desirable.
• Bilingual in English and Spanish is highly desired.
• Must meet personnel requirements, including passing a background check, possessing a valid CA driver’s license, proof of insurance, registration, and having personal transportation.

Additional Requirements:

· Must meet all personnel requirements, including passing a background check (DOJ and FBI).

· A valid CA driver’s license, proof of insurance, registration, and access to personal transportation are required.

· A clean driving record (DMV printout will be required).

· Willingness to travel across all areas served by UCPIE within the Inland Empire.

· Flexibility to work evenings, weekends, and split shifts based on outreach needs.

ADDITIONAL ELIGIBILITY QUALIFICATIONS

1. Valid driver’s license

2. Valid vehicle registration

3. Valid vehicle insurance

WORK AUTHORIZATION/SECURITY CLEARANCE

1. Fingerprint clearance through the FBI and DOJ.

2. Legally eligible to work in the U.S.A.

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8-hour shift
• Monday to Friday

Work Location: In person