Programs Coordinator

Job Description

Job Description

Job Description

PROGRAMS COORDINATOR

POSITION OVERVIEW

The Program Coordinator serves as a key member of the agency leadership team and reports to with the Assistant Director to oversee the day-to-day operations of Le'Fevre Personal Care's Community Residential Alternative (CRA), Community Access Group (CAG), Community Living Support (CLS), Host Home, Private Home Care (PHC), and other assigned programs.

The Program Coordinator provides leadership in staff recruitment, training, employee development, scheduling, quality assurance, and operational performance. This position is responsible for developing a strong workforce, improving employee accountability and engagement, ensuring quality service delivery, and supporting the agency's strategic growth initiatives.

The Program Coordinator promotes a positive, professional, and person-centered culture while ensuring compliance with agency policies, DBHDD standards, Medicaid requirements, and other regulatory agencies.

The Program Coordinator is expected to improve workforce stability through effective recruitment, onboarding, employee development, scheduling practices, and staff retention efforts. A key responsibility of this role is reducing overtime utilization while maintaining quality services, regulatory compliance, and appropriate staffing levels.

▪Must be 21 years of age or older

▪ Minimum 16 hours of yearly training

▪ First Aid Certified

▪ BLS Certified

▪ Must be able to read and write English

▪ Excellent interpersonal, communication, and leadership skills

▪ Bachelor's Degree in Human Services, Business Administration, Healthcare Administration, Social Work, Psychology, or related field preferred

▪ Minimum two (2) years of supervisory or management experience preferred

▪ Experience working with individuals with intellectual and developmental disabilities preferred

▪ Clean driving record

▪ Clean Criminal Record Check

▪ Sensitivity to the service population's cultural and socioeconomic characteristics is required

CRITICAL DUTIES & RESPONSIBILITIES:

Leadership & Operations

• Works closely with the Assistant Director to oversee daily operations of residential and community-based programs.

• Assists in implementing agency goals, policies, procedures, and operational initiatives.

• Coordinates activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees.

• Promotes a positive, professional, and team-oriented work environment.

• Serves as a liaison between staff, families, Support Coordinators, healthcare providers, and agency leadership.

• Participates in ISP meetings, team meetings, and agency leadership meetings as required.

• Evaluates and responds appropriately to participant, staffing, and operational emergencies.

• Assists the Assistant Director with program development, workforce planning, and operational improvement initiatives.

Staff Recruitment & Human Resources

• Leads employee recruitment efforts to attract qualified candidates.

• Reviews applications, conducts interviews, and participates in hiring decisions.

• Coordinates employee onboarding and orientation activities.

• Ensures personnel files remain current and compliant with agency requirements.

• Assists with employee relations matters, coaching, and conflict resolution.

• Supports employee retention initiatives and workforce development efforts.

• Monitors employee certifications, training requirements, and annual renewals.

• Collaborates with the Assistant Director to develop staffing plans and recruitment strategies.

• Assists with corrective action plans, employee performance concerns, and disciplinary processes.

Employee Development & Training

• Develops supervisors and direct support staff through coaching, mentoring, leadership development, and ongoing support.

• Identifies training needs and coordinates employee development opportunities.

• Conducts and facilitates staff meetings, trainings, and coaching sessions.

• Improves employee accountability, engagement, and performance through ongoing supervision and support.

• Evaluates employee performance through regular observation, coaching, and formal evaluations.

• Develops and implements staff training, coaching, and retention strategies to improve employee performance, reduce turnover, and create advancement opportunities within the agency.

• Promotes a culture of continuous learning, professional development, and accountability.

Scheduling & Workforce Management

• Ensures appropriate staffing coverage at all times within agency guidelines, budget expectations, and regulatory requirements.

• Oversees staff scheduling and staffing assignments across all assigned programs.

• Reviews and manages employee time-off requests.

• Coordinates emergency staffing coverage and staffing adjustments.

• Monitors staffing trends, vacancies, call-outs, turnover, and overtime utilization.

• Develops and implements staffing strategies designed to reduce overtime expenses while maintaining quality services and employee satisfaction.

• Works proactively to recruit and retain qualified employees to minimize reliance on overtime and emergency staffing.

• Reviews weekly staffing reports and recommends corrective actions to improve workforce efficiency.

• Collaborates with the Assistant Director to establish staffing goals, monitor labor costs, and improve scheduling effectiveness.

• Assists with maintaining staffing levels that support participant needs while operating within approved budget parameters.

Quality Assurance & Compliance

• Supports regulatory compliance with DBHDD, Medicaid, CARF/Accreditation, licensing, and accrediting agencies.

• Participates in Quality Assurance and Quality Improvement activities.

• Reviews incident reports and ensures appropriate follow-up actions.

• Assists with internal audits, corrective action plans, and survey readiness activities.

• Supports continuous quality improvement initiatives and operational excellence.

• Monitors program implementation to ensure services are delivered according to ISP requirements and agency policies.

• Assists in maintaining audit readiness and compliance standards throughout the organization.

Program Growth & Strategic Initiatives

• Assists with strategic planning and agency growth opportunities.

• Supports the development and implementation of new programs and services.

• Strengthens communication and collaboration among staff, families, Support Coordinators, and agency leadership.

• Participates in special projects and agency initiatives as assigned.

• Assists leadership in identifying opportunities to improve operational efficiency and service quality.

Work Schedule & On-Call Responsibilities

• Works a Monday-Friday schedule with flexibility to meet the needs of a 24-hour service environment.

• Participates in the agency's management on-call rotation approximately one (1) to two (2) weeks per month.

• Responds to staffing emergencies, participant incidents, facility concerns, transportation issues, and other urgent operational matters outside of normal business hours.

• Coordinates emergency staffing coverage during assigned on-call periods.

• May be required to travel to agency locations during assigned on-call periods.

• Performs related duties as assigned.

CORE COMPETENCIES

Leadership

Must demonstrate strong leadership skills and the ability to motivate, coach, and develop employees.

Team Orientation

Able to effectively work within a team environment while fostering teamwork and collaboration among staff .

Human Resources Management

Knowledge of recruitment, onboarding, employee relations, performance management, staff development, and retention strategies.

Critical Decision Making

Must exercise sound judgment and make timely decisions in complex situations.

Communication

Strong written and verbal communication skills with the ability to communicate effectively with staff, families, Support Coordinators, healthcare professionals, and regulatory agencies.

Multitasking

Ability to manage multiple projects, priorities, deadlines, and operational responsibilities simultaneously.

Computer Literacy

Proficient in Microsoft Office applications, electronic documentation systems, scheduling systems, email, ADP Workforce Now, Therap, and agency software.

Flexible Schedule

Must be able to maintain a flexible work schedule to meet the needs of residential and community-based programs.

OVERSIGHT & SUPERVISION

The Program Coordinator reports directly to the Assistant Director and Executive Director.

The Program Coordinator supervises House Managers, Lead Direct Care Staff, Direct Care Staff, and other assigned personnel.

The Program Coordinator works collaboratively with the Assistant Director to oversee the day-to-day operations of LPC programs and may act on behalf of the Assistant Director during designated periods of absence.

P ERFORMANCE REVIEWS:

The Assistant Director will evaluate the performance of the Program Coordinator after 30, 60, and 90 days of employment and annually thereafter. A formal performance and compensation review will also be conducted after six (6) months of employment.

Performance evaluations may include, but are not limited to, leadership effectiveness, employee recruitment and retention, staff development and training, operational performance, staffing efficiency, overtime reduction, compliance and quality assurance outcomes, achievement of established goals, and overall contribution to the agency's mission and strategic objectives.

Based upon successful job performance and demonstrated progress in these areas, the Program Coordinator may be eligible for a salary increase.

POSITION DETAILS

Position: Program Coordinator

Status: Full-Time, Exempt

Schedule: Monday-Friday with weekend flexibility to meet program needs

On-Call Requirement: Participation in the management on-call rotation approximately one (1) to two (2) weeks per month