Program Coordinator

EIHAB HUMAN SERVICES•New York, NY

14d•$62,400 - $62,400•Onsite

About The Position

The Program Coordinator oversees the operations and services of a Group Day Support Program for people with intellectual disabilities and/or mental health needs. The role ensures that services comply with state and federal regulations, agency policies and procedures, and the agency’s mission. It supports participants in achieving goals and valued outcomes, developing skills, and receiving appropriate day services in a safe, supportive, therapeutic environment that fosters growth, rehabilitation, independence, and self-help skills. The Program Coordinator plans, supervises, and coordinates staff and services, including the work and performance of site supervisors and other program staff. The role maintains and revises Developmental Disabilities program systems, including quality assurance, training, and billing systems, and ensures staff use them appropriately. Working in support of the Assistant Director, the coordinator helps operate the program in compliance with agency policy and state regulations. The position manages program operations, participant records and plans, admissions and discharges, staff training and payroll oversight, facility safety and maintenance, vehicle procedures, schedules, food inventory, and regulatory compliance. It also communicates and collaborates with participants, families, Support Coordinators, community partners, and interdisciplinary teams.

Requirements

Associate degree in a human-services-related field or equivalent credits, plus six years of work experience serving the OPWDD and intellectually/developmentally disabled population and at least three years in a supervisory role; alternatively, a high school diploma or GED, plus ten years of such work experience and at least five years in a supervisory role.
Experience handling confidential information with strict discretion.
Ability to multitask, analyze problems, and determine corrective measures.
Self-starter with initiative and goal orientation; ability to work independently in an organized manner and effectively as part of a team in a fast-paced environment.
Ability to collaborate effectively with others and prioritize, manage, and complete tasks and projects with tight deadlines.
Successful completion of agency- and supervisor-assigned training, 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 and basic 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 other electronic equipment; interact with individuals, community members, and treatment team members; read and understand technical training manuals; and follow written and oral instructions.
Ability to learn basic operation and maintenance of adaptive equipment; be supportive and patient; and work as a team player.
Ability to observe, record, and report participants’ behavior, attitude, and physical condition.
Ability to be on call and work extended day-to-day hours and prioritize conflicting deadlines.
Ability to obtain SCIP, First Aid/CPR certification, and Medication Administration Training.
Attention to detail and an organized, structured, proactive, and results-oriented approach to planning and tasks.

Nice To Haves

Bachelor’s degree in a human-services-related field, five years of work experience serving the OPWDD and intellectually/developmentally disabled population, and at least two years in a supervisory role.

Responsibilities

Supervise and manage the day-to-day operations of the Day Program, including planning and coordinating Site Supervisors’ work, and communicate the organization’s mission, vision, and values.
Ensure goals are met for participant and family satisfaction, safety, service quality, and staff performance.
Prepare and submit required reports, incident reports, corrective actions, statistics, and quality-assurance documentation; ensure incidents are properly documented in accordance with agency, departmental, Corporate Compliance, and HIPAA requirements.
Review program compliance with state and agency requirements; monitor events and incidents, identify risks, develop corrective plans, and regularly review records and documentation prepared by Client Coordinators.
Serve as a primary contact for Support Coordinators regarding programming questions, tours, trial referrals, and admission information; communicate with families and individuals and recommend appropriate programs.
Communicate with Support Coordinators, families, and community partners as directed; oversee Person-Centered Plans and timely Person-Centered Reviews.
Track program-specific staff training and compliance, maintain staff records concerning PPDs and training certifications, train new hires, and provide orientation on staff responsibilities.
Oversee facility condition and safety through daily walk-throughs, checks of fire and safety equipment and seasonal equipment, identification of hazards and repair needs, and follow-up on maintenance requests; ensure furnishings are suitable and in good condition.
Coordinate admissions and discharges with intake, program staff, families, and agency representatives.
Ensure payroll is completed for direct reports and monitor management to ensure workforce payroll is completed.
Assign staff to tasks, groups, and activities in accordance with operational procedures.
Ensure program vehicles are maintained and staff follow driving procedures and complete travel logs.
Observe arrivals and departures, ensure supervision and safeguards are in place, follow structured scheduling procedures, maintain adequate staffing according to regulatory ratios, and oversee safe, organized route schedules.
Observe programming and mealtimes to ensure participant safeguards and protective oversight plans are followed and individuals remain safe.
Review food requisitions, maintain inventory, and ensure menu items are available in accordance with participants’ documented dietary restrictions or prescribed diets.
Use professional, empathetic interpersonal skills when counseling, supporting, or negotiating with families, staff, and outside agencies on sensitive matters.
Monitor activities inside and outside the program for compliance with state and federal regulations and agency and program policies; ensure procedures are followed through training and observation.
Supervise staff and management support staff in planning and coordinating services that develop participants’ life skills, independence, community participation, socially appropriate behaviors, integration, and health and safety skills.
Evaluate Group Leaders and Direct Support Professionals; provide training, foster team building and productive work 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, communicate relevant 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 matters.
Schedule and monitor fire and emergency evacuation drills, track participant progress regarding safety, and maintain complete drill records.
Collaborate with the interdisciplinary team to support continuity of care; review team summaries, reports, and recommendations and ensure implementation and follow-up.
Maintain compliant Stipend Records and Agreements and ensure stipend request procedures are followed.
Coordinate with Client Coordinators and Program Management Staff to maintain and update participants’ day plans, develop goals, monitor progress and safety, review progress daily, document outcomes, make recommendations, and share relevant information with the interdisciplinary team and departments.
Cover leadership duties when a position is vacant or a leader is on leave.
Perform other assigned duties.