Program Operations Coordinator- Human Services

Creative Options•Rosedale, MD

11h•$0 - $30•Onsite

About The Position

The Program Operations Coordinator performs a variety of administrative tasks to facilitate Direct Support Staff scheduling, temp staff invoice auditing, scheduling and tracking medical appointments for supported individuals, and curating weekly and monthly reports related to support services.

Requirements

4-year Degree and 5 years’ experience working directly in a related position or equivalent combination of education and experience.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Knowledge of Email, Microsoft office suite programs, and touch screen devices such as smart phones and tablets.
Valid Maryland driver’s license with a good driving record.
Must successfully complete all agency and DDA training requirements within first 90 days of employment and maintain required training re-certifications.
Knowledge of DDA service delivery system and budget system.
Knowledge of generic resources and other stated relates services.

Responsibilities

Manages the proactive weekly staff schedule for all support programs, including but not limited to Residential, Personal Supports, Behavioral Respite, and Meaningful Day Services.
Proactively schedules substitute staff, regular staff for overtime, and temp staff to fill all vacancies each week. Works to use staff effectively, and to minimize overtime and use of temp staff when possible.
Utilizes the payroll system to monitor overtime, DOL requirements, and agency standards. Works with HR to ensure that recruitment efforts are strategically targeted to reduce excessive over time.
Reviews and approves all temp staff invoices. Audits the invoices against scheduling records to ensure the billed temp staff are the staff expected to work. Works with the QA auditor and other administers to ensure that all Temp staff scheduled/invoiced are approved for work with Creative Options. Reports any discrepancies to their supervisor and the Director of the appropriate program/unit.
Collaborates with the HR department to ensure that substitute staff are utilized effectively, that newly hired employees are compliant with training requirements prior to starting work.
Manages the scheduling of medical appointments for the supported individuals, including staffing and transportation.
Tracks the medical appointments of all supported people to ensure that the necessary post appointment documentation was completed and is submitted to the correct Director.
Verifies that the medications ordered and delivered match the required medication for each individual as listed in the agency’s internal record keeping system.
Collects all weekly and monthly documentation from the sites and programs, tracks the successful submission of the documentation, and notifies the correct supervisor of any discrepancy.
Ensures all staff are trained to support the individual needs of people prior to scheduling staff to work shifts.
Maintains detailed and organized records of each work task, the progress towards completion (if applicable), and stores this information in a manner in which it is accessible to other admins or their supervisor as necessary.
Maintains all required trainings and certifications required by the agency.
Represents Creative Options in a professional manner at all times while at work and in the community.
Maintains and supports Creative Options “Vision,” “Mission,” and “Motto” statements.
Performs CPR and First Aid as needed.
Ensures individual rights are protected and that regulations related to confidentiality, safety and health are maintained in accordance with agency and licensing standards.
Maintains ethical and competent professional relationships and the highest quality of delivery of services.