Community Programs Coordinator

EOAC•Waco, TX

7d•$45,000 - $55,000•Onsite

About The Position

The 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. The 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. Connection to EOAC's Work Vision: Every family thriving. Mission: EOAC moves families forward by connecting them to opportunities that build lasting stability. Every 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. · Putting people first by helping ensure families receive respectful, timely, understandable, and responsive service and can navigate EOAC programs and available resources. · Acting with integrity by reviewing documentation carefully, protecting confidential client information, identifying errors or potential concerns, and supporting compliance with program and agency requirements. · 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. · 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.

Requirements

High school diploma or GED.
Two years of experience in human services, community assistance, program operations, eligibility, case management, compliance, quality assurance, or a related field.
Experience working with program requirements, client documentation, reporting, databases, or electronic recordkeeping systems.
Experience coordinating multiple priorities, deadlines, or program activities.
Ability to maintain confidentiality and handle sensitive client and program information appropriately.
Ability to travel between EOAC locations and throughout the agency's service area as needed.
Must successfully complete EOAC's required background and pre-employment requirements.

Nice To Haves

Associate's or bachelor's degree in human services, social services, public administration, business, nonprofit management, or a related field.
Experience with CEAP, LIHEAP, CSBG, Community Action, case management, or other income-based assistance or family-stability programs.
Experience coordinating program operations, quality assurance, compliance, monitoring preparation, or staff technical support.
Experience in a federally or state-funded nonprofit or human-services organization.
Familiarity with Results-Oriented Management and Accountability, Community Action Organizational Standards, Community Needs Assessments, or Community Action Plans.

Responsibilities

Coordinate day-to-day operations for assigned community assistance programs and help ensure work progresses according to program requirements, internal procedures, deadlines, and service priorities.
Translate direction from the Director into clear operational steps, assignments, timelines, and follow-through.
Serve as the primary operational point of contact for routine program questions, workflow issues, documentation concerns, and processing problems.
Make routine program decisions within established policy and delegated authority and elevate exceptions, significant risks, or matters requiring Director approval.
Maintain awareness of application volume, caseloads, processing status, deadlines, reporting requirements, unresolved issues, and other conditions affecting program performance.
Identify operational bottlenecks or recurring problems and coordinate practical solutions rather than allowing issues to remain unresolved.
Maintain program calendars, reporting schedules, monitoring requirements, grant or contract deadlines, and other recurring operational obligations.
Represent the Director in routine internal or external program meetings when delegated and ensure appropriate follow-up.
Coordinate the quality assurance process for assigned programs, including review of client files, eligibility documentation, case records, data, and other required materials.
Identify errors, missing documentation, inconsistent practice, potential compliance concerns, and patterns requiring corrective attention.
Maintain a clear process for documenting deficiencies, communicating needed corrections, and verifying that corrections are completed.
Distinguish isolated errors from recurring or systemic problems and bring significant patterns to the Director with recommended action.
Provide technical clarification to staff regarding established program requirements, documentation standards, and procedures.
Maintain monitoring and audit readiness by ensuring required program documentation, records, reports, procedures, and supporting materials are organized and accessible.
Assist the Director with responses to monitoring findings, corrective action plans, and other compliance matters and track assigned corrective actions through resolution.
Identify suspected fraud, misuse, significant irregularities, or other serious program-integrity concerns and immediately elevate them through appropriate channels.
Maintain current program manuals, procedures, forms, quality-assurance tools, and staff guidance materials.
Coordinate preparation of assigned monthly, quarterly, annual, funding-source, and internal program reports.
Review program data for completeness, reasonableness, consistency, and alignment with supporting records before submission or leadership review.
Track program performance measures, service activity, application processing, client outcomes, and other established indicators.
Identify performance trends, missed expectations, reporting discrepancies, or emerging concerns and bring them to the Director with useful analysis.
Help ensure data is used to improve program operations rather than collected solely for reporting purposes.
Maintain organized program records and documentation sufficient to support reports, monitoring, decision-making, and continuity of operations.
Coordinate with Finance and program leadership when service data, expenditures, benefits, or reporting information must be reconciled.
Assist the Director in monitoring service-delivery and program-spending pace for assigned programs against approved budgets, contract periods, and program goals.
Maintain awareness of conditions that could contribute to underspending, overspending, delayed services, or missed program targets and bring concerns forward promptly.
Provide operational information needed by the Director and Finance for forecasting, budget review, funding amendments, and program decisions.
Support responsible use of program resources and ensure operational decisions remain within established funding and approval requirements.
Coordinate intake and application workflows so families receive timely assistance and applications move efficiently from initial contact through appropriate program review.
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.
Monitor application flow, incomplete applications, client communication needs, and other conditions that may delay service.
Help ensure frontline staff can accurately explain program requirements, documentation needs, application status, and appropriate next steps without making eligibility decisions outside their authority.
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.
Promote internal referrals when families may benefit from additional EOAC services or comprehensive case management.
Help identify recurring barriers experienced by families and recommend operational improvements that make services easier to navigate.
Serve as a technical resource to Community Programs staff regarding established procedures, documentation, systems, and routine program requirements.
Provide or coordinate training for new and existing staff on program processes, documentation standards, quality expectations, systems, and procedural changes.
Develop and maintain useful job aids, checklists, workflows, templates, and other tools that help employees perform work consistently.
Reinforce consistent application of established program procedures across employees and service locations.
Identify areas where employees need additional instruction or supervisory attention and communicate those needs to the Director.
Provide operational direction without assuming the Director's responsibilities for formal supervision, evaluation, discipline, or personnel management.
Review recurring errors, delays, client concerns, workflow problems, and staff questions to identify opportunities for improvement.
Recommend and implement approved changes that improve accuracy, efficiency, consistency, client experience, and compliance.
Test whether procedural changes actually resolve the problem they were intended to address and recommend further adjustment when needed.
Help standardize effective practices across assigned programs while preserving requirements unique to each funding source.
Coordinate with Operations, Finance, HR, Advancement, Head Start, Weatherization, and other departments when a problem or workflow crosses departmental boundaries.
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.
Support the continued development of EmpowerU and comprehensive case management by helping establish consistent workflows, documentation expectations, referral practices, and reporting.
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.
Support rural access and outreach activities and help ensure operational lessons and service data are communicated to the Director for planning.
Coordinate routine program partnerships, outreach, or referral activities when delegated by the Director.
Help ensure families experience EOAC as one connected organization by improving coordination among immediate assistance, case management, Weatherization referrals, and other available supports.