Licensing Coordinator

Catalyst Family•Irvine, CA

6d•Hybrid

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

Review, verify, and process UIRs for completeness, accuracy, and timely submission.
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 improvement.
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.