Licensing Coordinator

Job Description

Job Description

The Licensing Coordinator plays an essential role in supporting statewide licensing compliance by ensuring Unusual Incident Reports (UIRs) are accurately completed, properly documented, and submitted within required regulatory timelines. This position works closely with Center Operations to identify missing or inconsistent information, maintain strong communication channels, and uphold internal protocols aligned with Community Care Licensing (CCL) requirements.

Beyond UIR management, the Licensing Coordinator provides tactical, day-to-day support for licensing systems, documentation, data integrity, and compliance processes. This includes administering Guardian and related systems, maintaining roster and waiver records, supporting audits and regulatory reporting, and partnering cross-functionally to assist with corrective actions, special projects, and ongoing statewide compliance initiatives.

Key Responsibilities:

• Review, verify, and process UIRs for completeness, accuracy, and timely submission to
• Maintain records of Community Care Licensing (CCL) visit reports and notify relevant internal stakeholders of visit outcomes and findings.
• Monitor, track, and support resolution of licensing violations, corrective action plans, and compliance-related follow-ups.
• Analyze licensing data to identify trends, risks, inconsistencies, and opportunities for process
• Serve as a liaison between CCL and internal stakeholders, maintaining awareness of regulatory updates and supporting compliance communications.
• Prepare, audit, and maintain licensing and regulatory documentation, including UIR records, Designation of Responsibility packets, audit materials, Board reports, compliance files, and related records to ensure accuracy, completeness, and regulatory compliance.
• Support development, tracking, and reporting for compliance-related training
• Prepare the annual consolidated CCL invoice by coordinating licensing updates, approvals, payment verification, and license status confirmation.
• Act as primary system administrator for Guardian, 1Place, and the UKG Learning Management System, ensuring accurate and timely system updates.
• Maintain staff and department associations for licenses and waivers, including bi-weekly disassociations and documentation uploads to SharePoint.
• Oversee statewide waiver compliance by auditing waiver records, validating required licenses, and coordinating necessary updates with the Licensing Supervisor.
• Process CDSS mail, manage roster updates, and support communication related to Guardian system inquiries.
• Participate in organization-wide initiatives and provide documentation, tracking, and coordination for compliance-related projects and special assignments.
• Perform other duties that are reasonably related to the position’s key responsibilities and are consistent with the employee’s job classification, skills, and training.

Required Qualifications:

• Associate’s degree
• 2-3 years’ experience in administrative support, data analysis, or related field

Preferred Qualifications:

• Proficiency with Microsoft Office (i.e. Word, Excel, Teams), UKG Learning Management System, and 1Place

Key Competencies:

• Strong attention to detail with a high commitment to accuracy and regulatory precision
• Excellent organizational, interpersonal, and written/verbal communication skills
• Ability to self-manage, work independently, and maintain productivity in a hybrid work environment
• Effective collaborator who builds strong relationships with internal and external stakeholders
• Strong analytical and problem-solving capabilities with the ability to interpret data and identify trends
• Adaptability and comfort working within evolving licensing regulations and compliance requirements
• Ability to manage multiple priorities while ensuring timely and compliant outcomes

Working Conditions:

• Generally pleasant working conditions
• Less than 50% of daily assignments involve prolonged physical effort
• Travel: Up to 10%

Shift Type: Monday - Friday, 8-hour, Hybrid, 4 days in office

What We Offer: 

• Medical, Dental, and Vision Benefits
• 401(k) Retirement plan and Employee Assistance Program (EAP)
• Personal Health Advocate
• Paid vacation, sick time, and holidays
• Commuter pre-tax benefit
• Discounted childcare
• Access to the Calm app
• Tickets at Work employee discounts
• Be constantly in a learning and growth process with training and professional growth advisory

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace.