Program Coordinator

Job Description

Job Description

Position Title : Program Coordinator

Department : PDD (Program Development Separtment)

Reports To : Program Supervisor

POSITION SUMMARY 

The full-time HRP Program Coordinator is responsible for coordinating the day-to-day operations of the Housing Recovery Program, a housing-navigation and temporary shelter program serving adults experiencing homelessness. The position keeps referral flow, navigator activity, participant records, shelter utilization, bed planning, quality assurance, and program reporting organized, accurate, compliant, and moving forward. The Program Coordinator provides supervision and programmatic oversight to assigned staff; coordinates internal and external referrals, screenings, enrollment, and linkage; monitors housing-navigation activities and temporary shelter operations; and serves as a liaison to TTC departments, partner programs, and community agencies. The position supports staff in connecting participants to housing, behavioral health, benefits, legal, financial, employment, identification, primary care, and other resources tied to individualized housing goals. The coordinator also reconciles physical charts, electronic records, HMIS/Clarity, AVATAR, referral logs, caseload trackers, shelter logs, bed-planning tools, and outcome reports; coordinates audits and corrective actions; monitors key performance indicators and reporting deadlines; and escalates safety, privacy, compliance, facility, and participant-care concerns.

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 Supervisor.

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

• Review new referrals, contact attempts, assigned staff, next actions, screenings, enrollment status, and follow-up dates.
• Monitor referral, caseload, HMIS/Clarity, AVATAR, shelter, and bed-planning records and resolve inconsistencies or missing information.
• Coordinate internal and external referral processes and linkage to housing, behavioral health, benefits, legal, financial, employment, identification, primary care, and other community resources.
• Monitor participant documentation readiness, housing goals, proof of income, budgets, housing and job searches, and barriers requiring escalation.
• Maintain current bed-planning information for occupied, available, pending, and expected beds, including move-ins, exits, destinations, and barriers.
• Oversee shelter-house operations, including participant flow, room assignments, house schedules, safety, cleanliness, inspections, maintenance needs, inventory, supplies, and adherence to approved house rules.
• Coordinate chart audits, quality assurance reviews, corrective-action tracking, and preparation for internal, funder, and regulatory reviews.
• Reconcile source trackers and prepare accurate KPI, occupancy, referral, enrollment, service, exit, and housing-outcome information for reporting.
• Document decisions, assigned actions, owners, due dates, and status; escalate urgent safety, privacy, compliance, facility, or participant-care issues.

2) Staff Supervision 

• Assisting supervisor 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 Supervisor
• 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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