Program Support Coordinator

VOA Mid-States•Nashville, TN

2d•Onsite

About The Position

Volunteers of America Mid-States (VOA) is a non-profit organization spanning four states that creates positive change in the lives of individuals and communities through a ministry of service. We provide housing for families, veterans, and low-income seniors. We provide care and support for individuals with developmental disabilities, healing accountability that brings people together with restorative justice, and free HIV testing and education. When Volunteers of America was founded in 1896, "volunteer" referred to anyone who served others as a vocation through a commitment to a mission. Today, we are still staffed by paid, mission-driven professionals working to create positive change and build thriving communities. Flexibility, teamwork, and fun are some of the reasons our employees are proud to work at VOA! We offer a comprehensive benefits package to employees who meet eligibility requirements. The Program Support Coordinator serves as the in-house Quality Assurance (QA) and compliance support role for Developmental Disabilities Services. This position is responsible for coordinating, maintaining, and monitoring 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. This role works closely with Vice President of Community, Executive Directors, Residential Services Coordinators, Home Managers, Human Resources, and Quality teams to ensure documentation is accurate, complete, current, and audit-ready always. The Program Quality & Compliance Assistant ensures staff are fully trained, credentialed, and approved prior to working independently.

Requirements

High school diploma or equivalent required
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 satisfactory driving record
Reliable transportation

Nice To Haves

Coursework in office administration, human services, health services administration, or compliance preferred

Responsibilities

Serve as the program level QA support responsible for file coordination, organization, and upkeep 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 (CRR) requirements
Maintain records in an audit-ready manner, ensuring documentation is accurate, complete, current, and properly authorized
Track missing, expired, or incomplete documentation and follow up with supervisors and staff to ensure timely correction
Support Performance and Quality Improvement (PQI) activities, including documentation support, data tracking, and corrective action follow-up
Ensure all staff complete required SCL, DIDD, and agency-mandated trainings prior to working independently or providing unsupervised services
Schedule and track new hire orientation, mandatory trainings, refresher trainings, and annual requirements
Maintain training compliance records and supporting documentation demonstrating staff readiness and competency
Assist applicants with completing employment applications and ensure required documentation is submitted
Coordinate onboarding documentation and support Human Resources in ensuring new employee files are complete and compliant
Maintain employee personnel files in accordance with confidentiality and retention requirements
Issue reminders to supervisory staff regarding required performance appraisals and follow up on missing evaluations
Ensure the agency maintains current employee signatures, fingerprints, and required clearances.
Tracks TB Skin Tests and drug screening for compliance with newly hired and tenured staff.
Coordinate and oversee Cash on Hand (COH) 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 all individual fund expenditures in accordance with SCL and DIDD fiscal accountability standards
Ensure individual financial records are 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 and coordinate maintenance of office equipment and supplies
Coordinate scheduling of meeting spaces through Outlook
Assist with employee recognition activities and general administrative duties as approved by leadership
Manage administrative functions to enhance operational efficiency while maintaining regulatory compliance
Model agency core values of integrity, compassion, diversity, commitment, and justice in all internal and external interactions
Perform all other duties as assigned

Benefits

Health and Wellness 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
Financial Wellbeing
Competitive Compensation Packages
Life Insurance (company paid)
403b retirement plan with company fund matching
Employee discounts
Loan forgiveness options through federal programs (National Health Corp & Public Service Loan Forgiveness)
All company paid benefits and paid time off effective day one
Work Culture Integrity Committee
Compassion Committee
Retention Committee
Training & Development
VOA LEAD Program- Leadership Development Program
VOA University - Staff Development
VOA Academy - Clinical Training and Development