Program Support Coordinator

VOA Mid-States • New Albany, IN

2d

About The Position

The Program Support Coordinator serves as the in-house quality assurance and compliance support role for Developmental Disabilities Services. The position coordinates, maintains, and monitors program and personnel records to ensure compliance with Kentucky Supports for Community Living (SCL) waiver requirements, Kentucky DIDD regulations, and Council on Accreditation (COA) Case Record Review (CRR) standards. The coordinator works with community leadership, executive directors, residential services coordinators, home managers, Human Resources, and Quality teams to keep documentation accurate, complete, current, properly authorized, and audit-ready. The role also ensures staff are trained, credentialed, and approved before working independently.

The position provides program-level file coordination and quality assurance support; tracks documentation, training, clearances, and evaluations; assists with onboarding; and maintains individual financial records and Cash on Hand documentation. It also provides front-desk and general administrative support, including answering phones, coordinating meeting spaces, and maintaining office equipment and supplies. The position is full-time, hourly, and non-exempt, and is based at VOA Community Clark & Floyd.

Requirements

• High school diploma or equivalent.
• Proficiency in Microsoft Word, Excel, databases, and electronic record systems.
• Strong attention to detail, confidentiality, and regulatory compliance.
• Ability to manage multiple priorities and deadlines.
• Satisfactory criminal background check.
• Valid driver’s license with a satisfactory driving record.
• Reliable transportation.

Nice To Haves

• Coursework in office administration, human services, health services administration, or compliance.

Responsibilities

• Coordinate and maintain files for programs operating under the Kentucky Supports for Community Living (SCL) waiver.
• Ensure personnel and program records meet Kentucky DIDD documentation standards and COA Case Record Review requirements.
• Keep records audit-ready and track missing, expired, or incomplete documentation, following up with supervisors and staff for timely correction.
• Support Performance and Quality Improvement (PQI) activities through documentation, data tracking, and corrective-action follow-up.
• Schedule and track new-hire orientation, required and refresher trainings, and annual training requirements; ensure staff complete required training before working independently or providing unsupervised services.
• Maintain training compliance records and documentation demonstrating staff readiness and competency.
• Assist applicants with employment applications and required documentation; coordinate onboarding documents and support Human Resources in completing compliant employee files.
• Maintain employee personnel files in accordance with confidentiality and retention requirements.
• Remind supervisory staff about required performance appraisals and follow up on missing evaluations.
• Track employee signatures, fingerprints, clearances, TB skin tests, and drug screening for new and current staff.
• Coordinate and oversee Cash on Hand records for individuals served, reconcile balances, identify discrepancies, and support timely resolution.
• Manage individual fund requests, ensuring proper authorization and alignment with person-centered plans.
• Track receipts and supporting documentation for individual fund expenditures and keep individual financial records audit-ready.
• Serve as the first point of contact for employees, individuals served, families, and visitors; answer phones, route messages, and assist visitors.
• Operate and coordinate maintenance of office equipment and supplies.
• Coordinate meeting-space scheduling through Outlook.
• Assist with employee recognition activities and other general administrative duties as approved by leadership.
• Manage administrative functions to improve operational efficiency while maintaining regulatory compliance.
• Model agency core values of integrity, compassion, diversity, commitment, and justice in interactions.
• Perform other duties as assigned.

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Flexible Spending Account
• Health Spending Account
• Short-term disability
• MetLife Legal Plans
• Life insurance (company paid)
• 403(b) retirement plan with company fund matching
• Employee discounts
• Loan forgiveness options through federal programs, including National Health Corp and Public Service Loan Forgiveness
• Company-paid benefits and paid time off effective day one
• Employee Assistance Plans (EAP)
• Health and Wellness Program
• Competitive compensation packages
• Training and development
• VOA LEAD leadership development program
• VOA University staff development
• VOA Academy clinical training and development

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED