Senior Program Coordinator

Institute on Aging•San Francisco, CA

About The Position

Serving as the key administrative support team member to the Enrichment Center and supporting other Companioa Programs, this role requires a highly organized and proactive individual to ensure maximum efficiency and streamline operations in a highly dynamic team. Primary duties include supporting client referral to enrollment process, client records compliance, transportation management, supply management, and program coordination.

Requirements

Bachelor’s degree or equivalent experience.
Five years of program or administrative experience
Interest and ability to support older adults, particularly persons with dementia
Strong organizational skills with the ability to prioritize tasks and meet deadlines
Ability to maintain effective relationships with a wide range of internal and external clients
Team player
Excellent written and oral communication skills
Computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
Ability to lift 35 lbs
Ability to reach, bend and walk

Responsibilities

Maintain a thorough knowledge of all dementia services to communicate Companioa programs effectively and accurately to referral sources, prospects, and other visitors to the Enrichment Center.
Receive all incoming calls to main line at the Enrichment Center & provide response within 1 business day.
Facilitate tours of the Enrichment Center for prospects and referral sources as needed and conduct timely follow up after tour to identify next steps.
Proactively engage Director as enrollment barriers arise.
Assist new client / family with Enrichment Center enrollment paperwork.
Ensure all new clients have a successful transition to designated Companioa programs.
Assist in completing & submitting transit applications and supplemental documentation for all impacted new enrollees.
Maintain daily attendance log with updates, notes, and client-specific needs.
Enter client status updates (enrollment, disenrollment, hold, etc.) and notes for all communication with prospects and clients into electronic health record within 2 business days.
Maintain accurate and up-to-date records for all funder & grant contracts using required systems.
Completely and accurately follow client file checklists to ensure files are complete, current, and in compliance with licensing.
Manage client roster for Enrichment Center and Care Coaching programs. This includes, providing enrollment and disenrollment information in the client health record and submitting accurate attendance reports to billing department.
Maintain emergency rosters for all enrolled clients with a minimum of monthly updates.
Collaborate with program liaisons at Veterans Administration, SF Department of Disability and Aging Services, and other grant/funders as needed.
Manage relationship and requests with outside transit providers, this includes assisting clients with Paratransit enrollment and coordinating requests for Group Van services, including participation in stakeholder meetings.
Maintain transportation manifests for multiple providers.
Document unmet and untimely service in internal logs & communicate with vendors in real time.
Coordinate meal service with outside vendor to ensure accurate count of meals based on forecasted Enrichment Center attendance.
Maintain adequate stock of program materials and supply and replenish proactively.
Participate in daily team meetings to inform Enrichment Center staff of the anticipated daily attendance and other details regarding prospects and other visitors.
Assist Program Director in audit readiness and ongoing monitoring tasks to ensure compliance with state licensing regulations and other service contracts.
Maintain knowledge of all safety and emergency protocols to effectively direct staff, clients, and visitors.
Support Enrichment Center programs, including meals and activities, as needed.
Actively participate in Companioa and IOA meetings.
Other duties as assigned.