Center Coordinator

Life-Nwpa•Erie, PA

20h•Onsite

About The Position

The Center Coordinator is responsible for coordinating the daily operational and administrative functions of the PACE Center to support effective, timely, and participant-centered care. The position serves as a key operational resource to the Center Manager and Interdisciplinary Team (IDT), helping coordinate Center activities, Participant services, care-planning processes, regulatory requirements, and administrative functions. The Center Coordinator works closely with the Center Manager, Clinical Leadership, IDT, and other departments to promote effective communication, operational follow-through, regulatory readiness, and a safe and welcoming environment for Participants. This position plays an important role in ensuring that operational responsibilities and IDT action items are appropriately documented, assigned, tracked, and completed.

Requirements

Strong organizational and operational coordination skills.
Ability to manage multiple priorities, responsibilities, and deadlines in a fast-paced healthcare environment.
Strong understanding of interdisciplinary teamwork and care coordination.
Ability to organize, document, track, and follow through on complex operational and Participant-related issues.
Strong problem-solving and decision-making skills.
Excellent interpersonal, written, and verbal communication skills.
Ability to accurately document meetings, decisions, assignments, action items, and Participant-related processes.
Ability to manage sensitive Participant concerns professionally and confidentially.
Ability to work effectively with Participants, families, staff, outside providers, vendors, and organizational leadership.
Working knowledge of basic financial processes, including invoices, check requests, and accounts payable.
Strong computer skills and ability to work within electronic health records and organizational systems.
Ability to maintain organization and attention to detail while coordinating multiple departments and priorities.
CPR and First Aid Certification
Bachelor’s Degree from an accredited college or university, or equivalent relevant experience.
Experience working with frail or elderly populations preferred.
Prior experience in healthcare operations, PACE, adult day services, senior care, healthcare administration, or a similar environment strongly preferred.
Prior experience coordinating staff, workflows, administrative processes, or healthcare operations preferred.
Experience working with interdisciplinary or multi-department healthcare teams preferred.

Nice To Haves

Experience working with frail or elderly populations
Prior experience in healthcare operations, PACE, adult day services, senior care, healthcare administration, or a similar environment
Prior experience coordinating staff, workflows, administrative processes, or healthcare operations
Experience working with interdisciplinary or multi-department healthcare teams

Responsibilities

Coordinate daily Center operations to support efficient delivery of Participant services across departments.
Support Participant flow, program activities, meals, transportation coordination, clinical services, and other Center activities.
Ensure the Center remains safe, clean, welcoming, organized, and operational during business hours.
Address routine operational issues and escalate concerns to the Center Manager as appropriate.
Coordinate activities across departments to promote timely completion of operational responsibilities.
Complete and maintain required monthly Center inspection logs.
Coordinate completion and maintenance of required daily and weekly department-specific operational and compliance logs.
Identify operational, facility, or workflow concerns and assist with implementation and tracking of corrective actions.
Promote Participant satisfaction, dignity, independence, and person-centered care throughout Center operations.
Coordinate with the IDT to support development, implementation, and ongoing review of Participant Plans of Care.
Support implementation of IDT Plans of Care and assist with tracking identified interventions and follow-up activities.
Monitor Participant attendance, engagement, safety, and overall Center experience.
Communicate Participant concerns, changes, or service needs to appropriate IDT members.
Support Participant and family communication and conferences as appropriate.
Assist with the onboarding and transition of newly enrolled Participants into the Center.
Coordinate and support daily IDT activities, meetings, and operational follow-up.
Serve as scribe for IDT meetings, accurately documenting discussions, decisions, assigned responsibilities, and required follow-up.
Assist with preparation of information and documentation required for IDT meetings.
Maintain and track IDT action items to support timely completion.
Follow up with responsible team members regarding outstanding IDT assignments and escalate concerns when appropriate.
Coordinate with IDT members regarding Participant care planning, service needs, and changes in condition or circumstances.
Serve as a liaison among clinical staff, Personal Care Assistants, Activities, Social Services, Transportation, Home Care, Therapy, Administration, and other disciplines.
Support effective communication between the IDT and Center Manager.
Coordinate and track the timely completion of Participant Grievances and Service Delivery Requests (SDRs) in accordance with organizational and regulatory requirements.
Ensure grievances and SDRs are appropriately documented, routed to responsible IDT members, and tracked through completion.
Coordinate with the IDT and appropriate leadership to gather information necessary to investigate and respond to Participant concerns.
Monitor outstanding grievances and SDRs to support completion within required timeframes.
Maintain appropriate documentation to support regulatory and audit readiness.
Escalate overdue, complex, or high-risk Participant concerns to the Center Manager and appropriate leadership.
Assist with coordinating services with outside providers when Participant needs require services outside existing contracted resources.
Prepare and coordinate Single Case Agreements for outside providers, working with appropriate clinical, administrative, contracting, and financial personnel.
Ensure required documentation and approvals are obtained before implementation of outside services.
Maintain appropriate documentation and track Single Case Agreements through completion.
Coordinate communication among outside providers, the IDT, and Center leadership to support continuity of Participant services.
Follow up on outstanding provider documentation, approvals, or service arrangements as needed.
Prepare and process check requests, accounts payable documentation, and invoices for payment.
Verify that appropriate supporting documentation and approvals are obtained before submitting payment requests.
Coordinate with Finance and other departments to resolve invoice or payment discrepancies.
Maintain organized records of invoices, check requests, approvals, and related Center expenses.
Support the Center Manager with monitoring Center expenditures and operational expenses.
Complete assigned administrative reports accurately and within established timeframes.
Maintain organized operational records to support Center efficiency and regulatory readiness.
Coordinate daily staff activities and workflows as assigned by the Center Manager.
Assist with staff scheduling and deployment to maintain appropriate operational coverage.
Support onboarding and orientation of new Center staff.
Reinforce staff accountability for completion of required daily, weekly, and monthly responsibilities.
Monitor completion of assigned department-specific logs and operational responsibilities.
Provide reminders and follow-up regarding outstanding operational assignments.
Identify staffing, workflow, or performance concerns and communicate them to the Center Manager.
Promote teamwork, communication, accountability, and a Participant-centered culture throughout the Center.
Support Center compliance with organizational policies, procedures, PACE requirements, and applicable regulatory standards.
Maintain required operational logs, inspection documentation, and supporting records in an organized and audit-ready manner.
Participate in internal audits, mock surveys, regulatory reviews, quality initiatives, and performance-improvement activities.
Assist with tracking and monitoring completion of identified corrective actions.
Support ongoing Center readiness for state, federal, and organizational reviews.
Ensure Participant information and documentation are handled in accordance with HIPAA and confidentiality requirements.
Identify potential compliance, safety, documentation, or operational concerns and promptly communicate them to the Center Manager.
Support Center leadership in maintaining consistent operational processes and documentation across departments.
Serve as a central communication resource between Center staff, the IDT, Center Manager, and organizational departments.
Collaborate with Clinical, Marketing, Enrollment, Transportation, Home Care, Social Services, Therapy, Finance, and other departments to support Participant services and Center operations.
Facilitate communication and follow-up when responsibilities involve multiple departments.
Promote timely resolution of operational issues and outstanding action items.
Support Center Manager initiatives and operational priorities.
Perform other duties as assigned.

Benefits

9 Paid Holidays
PTO starting at 3 weeks + 1 day per year (accrued from date of hire for full-time employees)
Medical, Dental, & Vision
Free Life and AD&D Insurance Plan
Health Savings and Flexible Spending Accounts
Short Term Disability Insurance
Group Voluntary Term Life Insurance for Employee, Spouses, and Dependents
Paid Parental Leave
Tuition Reimbursement and Paid Training Opportunities
Retirement Plan with company annual match
Mileage Reimbursement at annual IRS rate as applicable