Assistant Program Coordinator

Eihab Human Services•Springfield Gardens, NY

About The Position

The Assistant Program Coordinator supports the Program Coordinator in overseeing and managing a Group Day Support Program for people with intellectual disabilities and/or mental health needs. The role ensures that services operate in accordance with state and federal regulations, agency policies and procedures, and the agency’s mission. The Assistant Program Coordinator helps participants pursue their goals and valued outcomes, develop skills, and receive the support they need in a safe, supportive, and therapeutic environment that promotes growth, rehabilitation, independence, and self-help skills. The position plans, coordinates, trains, and supervises staff and oversees service delivery, documentation, compliance, quality assurance, training, and billing systems within the Developmental Disabilities program. It supervises assigned staff and their performance and acts as the Program Coordinator when that person is absent. The Assistant Program Coordinator may be on call and work extended day-to-day hours.

Requirements

Associate degree in a human service-related field or equivalent credits, six years of work experience in OPWDD serving people with intellectual or developmental disabilities, and at least three years in a supervisory role; or a high school diploma/GED, ten years of such work experience, and at least five years in a supervisory role.
Experience handling confidential information appropriately, multitasking, analyzing problems, and determining corrective measures.
Self-starter with initiative and a goal-oriented approach; able to work independently and as part of a team in a fast-paced environment.
Ability to collaborate effectively, prioritize, manage, and complete tasks and projects with tight deadlines.
Successful completion of agency- and supervisor-determined trainings, which may include SCIP, AMAP, and CPR/First Aid certifications; familiarity with OPWDD regulations.
Valid, unrestricted New York State driver’s license in accordance with agency standards.
Ability to interact professionally and ethically with participants and staff, understand and implement service plans, and complete required documentation clearly, legibly, and on time.
Passion and desire to work with people with intellectual disabilities and other physical or mental disabilities.
Knowledge of basic human physical and psychological needs, simple health and safety precautions, simple nursing care, first aid, behavior management, and personal and environmental hygiene.
Ability to write professional, objective progress and behavior reports; use computers and electronic equipment; interact with participants, community members, and treatment team members; read technical training manuals; and follow written and oral instructions.
Ability to learn basic operation and maintenance of adaptive equipment; be supportive, patient, and a team player; and observe, record, and report participants’ behavior, attitude, and physical condition.
Ability to be on call and work extended day-to-day hours, prioritize conflicting deadlines, and approach work in an organized, proactive, and detail-oriented manner.
Ability to obtain SCIP, First Aid/CPR certification, and Medication Administration Training.

Nice To Haves

Bachelor’s degree in a human service-related field, five years of work experience in OPWDD serving people with intellectual or developmental disabilities, and at least two years in a supervisory role.

Responsibilities

Supervise and manage day-to-day Day Program operations, including planning and coordinating Site Supervisors’ work and communicating the organization’s mission, vision, and values.
Monitor daily documentation of participants’ programming for completeness and accuracy.
Ensure program goals are met for participant and family satisfaction, safety, service quality, and staff performance.
Prepare and submit reports, incident reports, corrective actions, statistics, and quality assurance documentation in accordance with agency and departmental policies, including Corporate Compliance and HIPAA requirements.
Conduct compliance reviews; monitor events and incidents; review participant records and documentation; identify risks; and develop corrective plans and systems that promote participant health and safety.
Serve as a primary contact for Support Coordinators, families, and individuals regarding programming questions, tours, trial referrals, admissions information, and appropriate program recommendations.
Communicate with Support Coordinators, families, and community partners as directed; oversee Person-Centered Plans and timely Person-Centered Reviews.
Track staff program-specific training and certification compliance, maintain assigned staff records, train new hires, and provide orientation on responsibilities and individual care plans.
Oversee facility condition and safety through daily walkthroughs and checks; identify needed supplies, hazards, and repairs; follow maintenance request procedures; and ensure furnishings are suitable and in good condition.
Coordinate admissions and discharges with intake, program staff, families, and agency representatives.
Assign staff to tasks, groups, and activities according to operational procedures.
Ensure program vehicles are maintained and monitor staff compliance with driving procedures and travel logs.
Observe arrivals and departures, ensure safeguards and supervision are followed, maintain regulatory staffing ratios, follow structured schedules, and oversee route schedules.
Observe programming and mealtimes to ensure participant safeguards and protective oversight plans are followed.
Review food requisitions, maintain inventory, and ensure menu items meet participants’ dietary restrictions and prescribed diets.
Use professional, empathetic interpersonal skills when counseling, supporting, or negotiating with families, staff, and outside agencies.
Monitor activities inside and outside the Day Support program for compliance with regulations and agency and program policies and procedures; support compliance through training and observation.
Directly supervise staff and management support staff in coordinating services that teach life skills, promote independence and community participation, encourage socially appropriate behaviors and community integration, and support health and safety skills.
Evaluate Group Leaders and Direct Support Professionals; provide training; foster team building and positive working relationships; and support understanding and implementation of Direct Support Professional Core Competencies.
Assess and review participant records to ensure accuracy, compliance, and quality services.
Conduct staff meetings as needed, share agency information, support team productivity, and allocate resources and staff.
Attend required meetings, staff development and training programs, service meetings, and agency-wide management meetings.
Establish procedures for integrating special services into the Day Habilitation program and collaborate with supervisors and others on facility-related issues.
Schedule and monitor fire and emergency evacuation drills, track participant progress regarding safety, and maintain required records and documentation.
Collaborate with the IDT team, review its summaries, reports, and recommendations, and support continuity of care and follow-up.
Maintain compliant Stipend Records and Agreements and ensure stipend request procedures are followed.
Coordinate with Client Coordinators and program management to maintain and update participant day plans, develop goals, monitor progress and safety, document outcomes, and share relevant information and recommendations with the IDT team and departments.
Cover leadership duties when a position is vacant or its incumbent is on leave.
Perform other duties as assigned.