Program Support Coordinator

VOA Mid-States • New Albany, IN

3d

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 role works closely with the Vice President of Community, Executive Directors, Residential Services Coordinators, Home Managers, Human Resources, and Quality teams to keep documentation accurate, complete, current, and audit-ready. The coordinator also ensures staff are trained, credentialed, and approved before working independently.

The position is full-time, hourly, and non-exempt, and is based at VOA Community in Clark and Floyd, Indiana. It reports to the Director of Community and supports the Intellectual & Developmental Disability Services program.

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, organize, 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 accurate, complete, current, properly authorized, and audit-ready.
• Track missing, expired, or incomplete documentation and follow up with supervisors and staff to ensure timely correction.
• Support Performance and Quality Improvement activities through documentation support, data tracking, and corrective-action follow-up.
• Ensure staff complete required SCL, DIDD, and agency-mandated training before working independently or providing unsupervised services.
• Schedule and track new-hire orientation, mandatory and refresher training, and annual requirements.
• Maintain training compliance records and documentation demonstrating staff readiness and competency.
• Assist applicants with employment applications and ensure required documentation is submitted.
• Coordinate onboarding documentation and support Human Resources in completing compliant new-employee files.
• Maintain employee personnel files in accordance with confidentiality and retention requirements.
• Remind supervisors about required performance appraisals and follow up on missing evaluations.
• Ensure current employee signatures, fingerprints, and required clearances are maintained.
• Track TB skin tests and drug screening for newly hired and current staff.
• Coordinate and oversee Cash on Hand records for individuals served, ensuring accuracy, completeness, and compliance with agency policy and DIDD requirements.
• Reconcile Cash on Hand balances routinely and identify discrepancies for timely resolution.
• Manage individual fund requests, ensuring proper authorization and alignment with person-centered plans.
• Track and maintain receipts and supporting documentation for individual fund expenditures in accordance with SCL and DIDD fiscal-accountability standards.
• Keep individual financial records audit-ready and available for review.
• Serve as the first point of contact for employees, individuals served, families, and visitors.
• Answer phones, route messages, and assist visitors appropriately.
• Operate office equipment and coordinate its maintenance, and manage office supplies.
• Coordinate meeting-space scheduling through Outlook.
• Assist with employee-recognition activities and general administrative duties as approved by leadership.
• Manage administrative functions to improve operational efficiency while maintaining regulatory compliance.
• Model the agency's core values of integrity, compassion, diversity, commitment, and justice in internal and external interactions.
• Perform other duties as assigned.

Benefits

• Employee Assistance Plans (EAP)
• Health and Wellness Program
• Medical coverage
• Dental coverage
• Vision coverage
• Flexible Spending Account
• Health Spending Account
• Short Term Disability
• MetLife Legal Plans
• Competitive compensation packages
• Company-paid life insurance
• 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
• Integrity Committee
• Compassion Committee
• Retention Committee
• VOA LEAD leadership development program
• VOA University staff development
• VOA Academy clinical training and development

What This Job Offers

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