Program Coordinator II

Commonwealth of Massachusetts•Framingham, MA

3d•Onsite

About The Position

The Program Coordinator II (PC II) works under the direction of the Area Director or designee and provides advanced administrative, operational, financial, contract management, and data management support for Area Office operations. The position is responsible for coordinating provider contracts, monitoring financial and program utilization, managing CMS waiver and Medicaid-related activities, maintaining compliance with Level of Care (LOC), Plan of Care (POC), and Individual Plan of Care (IPOC) requirements, and supporting self-directed services. The PC II serves as a liaison among Area Office staff, Regional Contract Offices, provider agencies, fiscal staff, and community partners to ensure accurate reporting, regulatory compliance, efficient resource management, and high-quality service delivery.

Requirements

Ability to write clearly and concisely, express thoughts clearly and develop ideas in a logical sequence, ability to assemble items of information in accordance with established procedures.
Ability to communicate effectively in oral expression.
Ability to exercise sound judgement.
Ability to follow written and oral instructions.
Ability to analyze and determine the applicability of data, to draw conclusions, and make appropriate recommendations.
Knowledge of the methods used in the preparation of charts, graphs, and tables and of general report writing.

Nice To Haves

Associate's or Bachelor's degree in Business Administration, Public Administration, Human Services, Accounting, or a related field; or an equivalent combination of education and experience.
Experience in program coordination, contract administration, financial management, data management, public administration, or human services.
Experience using financial systems, databases, and reporting tools.
Equivalent combinations of education and qualifying professional experience may be substituted in accordance with Commonwealth hiring guidelines.
Experience working in a DDS Area Office or similar human services environment.
Experience with provider contract administration and fiscal management.
Experience managing CMS waiver activities and compliance reporting.
Experience with self-directed services and participant budget management.
Experience producing management reports and analyzing operational data.
Knowledge of Medicaid billing processes and regulatory requirements.
Experience coordinating multiple projects involving diverse stakeholders.

Responsibilities

Coordinate all Purchase of Service (POS) contracting activities with DDS provider agencies.
Serve as the primary liaison between the Area Office and Regional Contract Offices.
Communicate contract updates and operational information to Area Directors, providers, and Area Office staff.
Monitor contract utilization, expenditures, and funding allocations to ensure fiscal accountability.
Maintain contract rosters and ensure services are accurately funded within Meditech and other financial systems.
Complete fiscal year contract closeouts and maintain contract documentation throughout the year.
Prepare financial, utilization, and management reports for Area and Regional leadership.
Manage Area Financial Management System (FMIS/FMS) activities and maintain accurate financial databases.
Train staff and provide technical assistance related to fiscal management systems and reporting.
Manage projects, assignments, and reporting related to CMS Home and Community-Based Services (HCBS) Waiver programs.
Maintain Medicaid eligibility and coordinate waiver enrollments and billing activities.
Monitor compliance with LOC, POC, and IPOC timelines using available management reports.
Resolve Participant Allocation Management (PAM), Plan of Care (POC), and other waiver-related issues.
Ensure Area Office data systems are complete, accurate, and current.
Develop Area and Regional management reports using multiple data systems.
Create reporting mechanisms supporting new program development and operational initiatives.
Oversee monthly submissions of program, enrollment, utilization, and performance data.
Identify billing or compliance issues, including late POCs and Medicaid eligibility concerns, and coordinate corrective actions.
Manage participant budgets and allocations through the PPL portal.
Support the Self-Direction Team with budget monitoring, participant enrollment, and program growth.
Monitor expenditures to ensure services remain within approved allocations.
Support the Area Director with operational planning, special projects, and administrative assignments.
Collaborate with leadership, service coordinators, provider agencies, fiscal staff, and regional offices to achieve operational objectives.
Develop systems that improve communication, reporting, and workflow efficiency across the Area Office.