Veteran Services Program Support Coordinator

VOA Mid-States•Elizabethtown, KY

About The Position

The Program Support Coordinator is responsible for providing overall program support to VOA Honor staff including the Program Manager, Case Managers, and Program Support team. Additionally, the position supports and assists VOA Honor leadership. The position will assist in the management, maintenance, and quality of client files; tracking program requirements, maintaining program statistics and demographic information, HMIS and internal and external reporting. This position will also have duties that include outreach activities and event preparation.

Requirements

This position requires a Master’s degree in a related field and less than five (5) years of work experience in the field; a Bachelor’s degree in a related undergraduate degree with more than five (5) years related work experience; a person with nine (9) years of experience in the field and no degree; or a Veteran with six (6) years of related work experience.

Responsibilities

Assist in the management and maintenance of client files according to funder and COA standards
HMIS quality control, including Coordinated Entry and repository uploads
Assist in the 90-day certification process for SSVF program.
Participate in client enrollments, when needed.
Participate, as an active participant, in assigned offices’ case consultation
Distribute and provide follow up with Client Satisfaction Surveys.
Serve as the central collection and entry point for annual demographic information
Assist in the preparation of internal and external reporting, including the weekly reporting of metrics and HMIS.
Assist in preparing the monthly and quarterly VA and agency reports, as needed.
Performance quality improvement (PQI) duties as assigned by supervision & member of PQI committee.
Prepare for and participate in CRRs quarterly, acting as a reviewer, and SSVF site visits annually.
Assist department's COA point person: keep staff meeting minutes and distribute, update staff on COA during monthly meetings, responsible for all COA requirements and activities.
Responsible for all MOUs associated with the grant.
Collect and prepare client stories for VOAMID and funder quarterly reports.
Plan special events such as stand-downs and Veteran’s Day events.
Understand program guidelines thoroughly and act as a key “go-to” person for staff. Keep staff updated on changes in the program guide.
Assist in keeping all forms up to date.
Serve as trainers for program guidelines and agency related topics, as needed.
Troubleshoot, train, and assist program staff with Electronic Health Records, including the initial training of new staff.
Serve as the central point for all of Veteran Services for information gathering and dissemination.
Explore local grant opportunities and collect information as they become available.
Assist in the communication with all vendors including, office property owners, utility companies, etc.
Communicate current grant enrollment to program leadership once per week via email and in weekly meetings.
Work with program staff in support of the program with duties as assigned in cooperation with Program Managers and Veteran Services leadership
Identify systemic barriers and communicates with organizational leadership about these barriers to work collaboratively to find viable solutions.
Maintain organization files and documents, including assisting in the management of updated driver’s records for all Veteran Services staff, to include insurance coverage and annual Motor Vehicle Record files.
Create, manage, and maintain a system to share program documents.
Manage and produce the weekly departmental newsletter and coordinate mass communication for the department.
Coordinate updates to the agency’s website, as well as updates to community resources.
Manage the ordering of business cards and outreach/marketing collateral.
Maintain and coordinate staff training schedule and training files/documentation
Act as community relations representative for offices assigned.
Prepare and manage department’s DLQ reporting.
Creates, manages, and maintains all Veteran Services forms and keeps all forms up to date.
Assist in the creation and maintenance of program/department policies and procedures.