Community Programs Coordinator

Job Description

Job Description:\n\nBenefits:\n\n Health insurance\n Paid time off\n Vision insurance\n 401(k)\n Dental insurance\n\nJob Title: Community Programs Coordinator\nFLSA Classification: Non-Exempt; Full-time\nSupervisor: Director of Community Programs\nPay Grade: Grade 12, Step depending on experience and qualifications\nSchedule: Monday through Friday, 8:00 a.m.-5:00p.m.; 12 Month Employee. Hours may vary based on program needs.\n\nPosition Summary\n\nThe Community Programs Coordinator provides administrative, operational, compliance, and program support for EOAC’s Community Programs, including CEAP/LIHEAP, CSBG/EmpowerU, intake, comprehensive case management support, and related family-stability services. This position supports the day-to-day coordination of program activities by monitoring workflows, reviewing documentation, assisting with reporting, supporting quality assurance activities, providing technical assistance to staff, and helping ensure programs operate consistently with established requirements and procedures.\n\n \n\nThe Community Programs Coordinator works closely with the Director of Community Programs and Community Programs staff to support accurate, timely, and consistent service delivery. The position helps identify operational issues, follows up on outstanding items, supports corrective actions, and assists with implementation of program procedures and process improvements. The position does not have formal supervisory authority and refers personnel matters, significant compliance concerns, exceptions to established procedures, and other matters requiring management decisions to the Director of Community Programs.\n\n \nConnection to EOAC's Work\nVision: Every family thriving.\nMission: EOAC moves families forward by connecting them to opportunities that build lasting stability.\n\nEvery EOAC position contributes to the agency’s mission, values, and strategic plan. The Community Programs Coordinator supports EOAC’s work by helping ensure that individuals and families receive accurate, timely, and effective assistance while maintaining the integrity and accountability of the programs that serve them.\n\n· Putting people first by helping ensure families receive respectful, timely, understandable, and responsive service and can navigate EOAC programs and available resources.\n\n· Acting with integrity by reviewing documentation carefully, protecting confidential client information, identifying errors or potential concerns, and supporting compliance with program and agency requirements.\n\n· Working together by supporting Community Programs staff and leadership, coordinating information and referrals, assisting with training and quality assurance, and communicating effectively with clients, partners, and other EOAC departments.\n\n· Focusing on results by monitoring program activities, maintaining accurate records and reporting, following up on deficiencies, identifying opportunities for improvement, and helping ensure Community Programs meet organizational and funding requirements.\n\nKey Outcomes\n\n· Routine Community Programs operations continuing reliably without requiring constant Director intervention.\n\n· Program deadlines, reports, and required documentation completed accurately and on time.\n\n· Client files and program records that are accurate, complete, organized, and monitoring-ready.\n\n· Errors and deficiencies that are identified early, corrected promptly, and less likely to recur.\n\n· Employees receiving clear and consistent technical guidance on program procedures.\n\n· Operational problems carried through to resolution rather than merely identified or referred upward.\n\n· Application and intake workflows that move efficiently and provide families with clearer access to assistance.\n\n· Program data that provides leadership with an accurate picture of performance, workload, and emerging concerns.\n\n· Improved coordination among utility assistance, CSBG/EmpowerU, comprehensive case management, intake, referrals, and other family supports.\n\n· Strong monitoring, audit, and compliance readiness.\n\n· Better implementation of approved processes and procedural changes.\n\n· The Director having greater capacity to focus on leadership, strategy, funding, partnerships, budgets, complex personnel matters, and program development.\n\n· Families experiencing Community Programs as responsive, organized, respectful, and connected to the right next step.\n\nEssential Duties and Responsibilities\n\nRole Authority and Partnership\n\nThe Community Programs Coordinator has delegated responsibility for coordinating daily operations within CEAP/LIHEAP, CSBG/EmpowerU, intake, and other community assistance functions assigned by the Director. The Coordinator may make routine operational decisions, provide technical direction, clarify established procedures, coordinate workflow, and require follow-through on documentation or compliance corrections within approved policy.\n\nThe position does not have formal supervisory authority. Employee evaluations, discipline, personnel decisions, significant performance concerns, and final supervisory direction remain with the Director of Community Programs.\n\nThe Director retains overall responsibility for Community Programs, including program strategy, budgets, significant compliance matters, personnel leadership, funding relationships, major policy decisions, and decisions outside established procedures.\n\nWeatherization operations are led by the Assistant Director of Weatherization. This position collaborates with Weatherization on referrals, family-stability efforts, department-wide reporting, and other shared work but does not direct Weatherization staff, production, or program operations.\n\nWhen the Director is unavailable, the Community Programs Coordinator serves as the day-to-day operational point person for assigned programs, addressing routine matters within established authority and escalating decisions that require Director-level judgment.\n\nProgram Operations and Director Support\n\n· Coordinate day-to-day operations for assigned community assistance programs and help\n\n ensure work progresses according to program requirements, internal procedures, deadlines, and service priorities.\n\n· Translate direction from the Director into clear operational steps, assignments, timelines, and follow-through.\n\n· Serve as the primary operational point of contact for routine program questions, workflow issues, documentation concerns, and processing problems.\n\n· Make routine program decisions within established policy and delegated authority and elevate exceptions, significant risks, or matters requiring Director approval.\n\n· Maintain awareness of application volume, caseloads, processing status, deadlines, reporting requirements, unresolved issues, and other conditions affecting program performance.\n\n· Identify operational bottlenecks or recurring problems and coordinate practical solutions rather than allowing issues to remain unresolved.\n\n· Maintain program calendars, reporting schedules, monitoring requirements, grant or contract deadlines, and other recurring operational obligations.\n\n· Represent the Director in routine internal or external program meetings when delegated and\n\n ensure appropriate follow-up.\n\nQuality Assurance, Compliance, and Program Integrity\n\n· Coordinate the quality assurance process for assigned programs, including review of client files, eligibility documentation, case records, data, and other required materials.\n\n· Identify errors, missing documentation, inconsistent practice, potential compliance concerns, and patterns requiring corrective attention.\n\n· Maintain a clear process for documenting deficiencies, communicating needed corrections, and verifying that corrections are completed.\n\n· Distinguish isolated errors from recurring or systemic problems and bring significant patterns to the Director with recommended action.\n\n· Provide technical clarification to staff regarding established program requirements, documentation standards, and procedures.\n\n· Maintain monitoring and audit readiness by ensuring required program documentation, records, reports, procedures, and supporting materials are organized and accessible.\n\n· Assist the Director with responses to monitoring findings, corrective action plans, and other compliance matters and track assigned corrective actions through resolution.\n\n· Identify suspected fraud, misuse, significant irregularities, or other serious program-integrity concerns and immediately elevate them through appropriate channels.\n\n· Maintain current program manuals, procedures, forms, quality-assurance tools, and staff\n\n guidance materials.\n\n Program Reporting, Data, and Performance\n\n· Coordinate preparation of assigned monthly, quarterly, annual, funding-source, and internal program reports.\n\n· Review program data for completeness, reasonableness, consistency, and alignment with supporting records before submission or leadership review.\n\n· Track program performance measures, service activity, application processing, client outcomes, and other established indicators.\n\n· Identify performance trends, missed expectations, reporting discrepancies, or emerging concerns and bring them to the Director with useful analysis.\n\n· Help ensure data is used to improve program operations rather than collected solely for reporting purposes.\n\n· Maintain organized program records and documentation sufficient to support reports, monitoring, decision-making, and continuity of operations.\n\n· Coordinate with Finance and program leadership when service data, expenditures, benefits, or reporting information must be reconciled.\n\nProgram Spending and Resources Coordination\n\n· Assist the Director in monitoring service-delivery and program-spending pace for assigned programs against approved budgets, contract periods, and program goals.\n\n· Maintain awareness of conditions that could contribute to underspending, overspending, delayed services, or missed program targets and bring concerns forward promptly.\n\n· Provide operational information needed by the Director and Finance for forecasting, budget review, funding amendments, and program decisions.\n\n· Support responsible use of program resources and ensure operational decisions remain within established funding and approval requirements.\n\n· The position does not independently approve budgets, establish spending authority, or make financial commitments outside delegated authority.\n\n Intake, Client Access, and Service Coordination\n\n· Coordinate intake and application workflows so families receive timely assistance and applications move efficiently from initial contact through appropriate program review.\n\n· Work closely with the Client Access & Intake Specialist, Case Managers, reception coverage, and other staff involved in client access to clarify workflows and resolve routine service barriers.\n\n· Monitor application flow, incomplete applications, client communication needs, and other conditions that may delay service.\n\n· Help ensure frontline staff can accurately explain program requirements, documentation needs, application status, and appropriate next steps without making eligibility decisions outside their authority.\n\n· Support development of EOAC's phased universal intake and no-wrong-door approach by helping map workflows, strengthen referral pathways, reduce unnecessary duplication, and improve handoffs between programs.\n\n· Promote internal referrals when families may benefit from additional EOAC services or comprehensive case management.\n\n· Help identify recurring barriers experienced by families and recommend operational improvements that make services easier to navigate.\n\n Technical Guidance, Training, and Staff Support\n\n· Serve as a technical resource to Community Programs staff regarding established procedures, documentation, systems, and routine program requirements.\n\n· Provide or coordinate training for new and existing staff on program processes, documentation standards, quality expectations, systems, and procedural changes.\n\n· Develop and maintain useful job aids, checklists, workflows, templates, and other tools that help employees perform work consistently.\n\n· Reinforce consistent application of established program procedures across employees and service locations.\n\n· Identify areas where employees need additional instruction or supervisory attention and communicate those needs to the Director.\n\n· Provide operational direction without assuming the Director's responsibilities for formal supervision, evaluation, discipline, or personnel management.\n\n Process Improvement and Operational Problem Solving\n\n· Review recurring errors, delays, client concerns, workflow problems, and staff questions to identify opportunities for improvement.\n\n· Recommend and implement approved changes that improve accuracy, efficiency, consistency, client experience, and compliance.\n\n· Test whether procedural changes actually resolve the problem they were intended to address and recommend further adjustment when needed.\n\n· Help standardize effective practices across assigned programs while preserving requirements unique to each funding source.\n\n· Coordinate with Operations, Finance, HR, Advancement, Head Start, Weatherization, and other departments when a problem or workflow crosses departmental boundaries.\n\n Family Stability and Strategic Initiatives\n\n· Support implementation of EOAC's Family Stability & Economic Mobility priority, including phased universal intake, stronger referral systems, comprehensive case management, and stability and mobility pathways.\n\n· Support the continued development of EmpowerU and comprehensive case management by helping establish consistent workflows, documentation expectations, referral practices, and reporting.\n\n· Assist with Community Needs Assessment, Community Action Plan, Organizational Standards, Results-Oriented Management and Accountability activities, and other Community Action planning and reporting responsibilities as assigned.\n\n· Support rural access and outreach activities and help ensure operational lessons and service data are communicated to the Director for planning.\n\n· Coordinate routine program partnerships, outreach, or referral activities when delegated by the Director.\n\n· Help ensure families experience EOAC as one connected organization by improving coordination among immediate assistance, case management, Weatherization referrals, and other available supports.\n\n \nCore Competencies\n\n· Program Operations: Understands how policies,