Assistant Program Coordinator Jobs in Hamden, CT

Description

 SUMMARY

The Program Support Coordinator provides administrative, operational, supervisory, and direct

care support to the Agency's residential programs serving individuals with intellectual and

developmental disabilities. The position is responsible for coordinating medical appointments,

maintaining and reviewing program records, monitoring required documentation, providing

backup support for payroll and staff scheduling, and providing direct supervision and operational

oversight of assigned staff.

The Program Support Coordinator participates in the Agency's on-call rotation and maintains a

flexible work schedule based on program needs. The position is expected to provide

approximately 15 hours of direct care support each week, helping ensure continuity of services,

adequate program coverage, regulatory compliance, and quality supports for individuals served.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned.

I. PROGRAM OPERATIONS & ADMINISTRATIVE SUPPORT

1. Maintain and monitor program attendance records and communicate attendance concerns

or discrepancies to appropriate program leadership.

2. Review program daily logs/T-Logs to ensure required documentation is completed

accurately, timely, and in accordance with Agency and DDS requirements.

3. Conduct routine Kardex audits to verify that required information is current, accurate,

and properly maintained.

4. Coordinate and assist with completion and tracking of Individual Skills Assessments and

related documentation in accordance with Agency requirements and individual service

plans.

5. Provide backup support for payroll processing, including reviewing and verifying

information as assigned.

6. Provide backup support for employee scheduling, including coordinating schedule

changes, call-outs, vacancies, and coverage needs, and providing direction to staff

regarding assigned shifts.

7. Maintain accurate program records, reports, calendars, and other administrative

documentation using Agency-approved systems and procedures.

8. Identify documentation, attendance, scheduling, or operational concerns and

communicate them promptly to appropriate program leadership.

9.Assist with maintaining consistent residential and program systems across assigned

locations.

II. MEDICAL & HEALTH SERVICES COORDINATION

10. Coordinate, schedule, and track medical, dental, behavioral health, therapy, and other

healthcare appointments for individuals served by the Agency.

11. Coordinate staff coverage and transportation arrangements for medical appointments.

12. Maintain accurate medical calendars and appointment records.

13. Communicate appointment information and changes to appropriate supervisors, direct

care staff, individuals served, guardians, and other involved parties as appropriate.

14. Monitor required follow-up from medical appointments and assist with ensuring

recommendations, orders, and documentation are communicated to appropriate

personnel.

15. Collaborate with Agency staff and outside healthcare professionals to support the health

and medical needs of individuals served.

16. Maintain confidentiality of medical and individual information in accordance with

HIPAA requirements and Agency policy.

III. ON-CALL & PROGRAM COVERAGE

17. Participate in the Agency's established on-call rotation, including assigned evening,

weekend, and/or holiday coverage.

18. Respond promptly to staffing concerns, program issues, emergencies, and other matters

requiring after-hours assistance while assigned to on-call coverage.

19. Provide guidance and direction to direct care staff during on-call situations and escalate

significant concerns to program leadership as appropriate.

20. Document and communicate on-call incidents and follow-up needs in accordance with

Agency procedures.

21. Maintain a flexible work schedule based on program needs, including adjustments

necessary to accommodate direct care coverage, medical appointments, on-call

responsibilities, and other operational priorities.

IV. DIRECT CARE RESPONSIBILITIES

22. Provide approximately 15 hours of direct care services per week, with hours adjusted as

necessary based on program and operational needs.

23. Assist, teach, and support individuals in activities of daily living, community

participation, and achievement of goals identified in their individual service plans.

24. Provide direct care coverage at Agency programs when needed to maintain appropriate

staffing and continuity of services.

25. Administer medications as authorized and maintain required medication administration

certification.

26. Follow all Agency and DDS requirements related to individual rights, health and safety,

behavior support, emergency procedures, and documentation while providing direct care.

V. QUALITY, COMPLIANCE & PROGRAM SUPPORT

27. Review assigned program documentation for completeness, accuracy, and compliance

with Agency and DDS requirements.

28. Assist with Agency licensing reviews, quality service reviews, audits, and other quality

assurance activities.

29. Participate in comprehensive service planning and other individual-related meetings as

assigned.

30. Monitor and immediately report suspected or alleged abuse, neglect, mistreatment,

exploitation, harassment, or other reportable incidents in accordance with applicable

requirements and Agency policy.

31. Communicate concerns regarding individuals served, staffing, medical services,

documentation, or residential operations to appropriate program leadership.

32. Maintain all certifications, training, and professional development requirements

necessary to perform assigned duties.

Perform other duties as assigned

SUPERVISORY RESPONSIBILITIES

33. Provide direct supervision and oversight of assigned direct care staff.

34. Assist with onboarding, orientation, and training of new employees.

35. Train and monitor staff regarding individuals' rights, Agency policies, documentation

requirements, health and safety expectations, and required job-specific procedures.

36. Monitor staff attendance, performance, documentation, and compliance with Agency and

DDS requirements.

37. Provide coaching, feedback, and corrective direction to staff as appropriate.

38. Participate in employee performance evaluations in accordance with Agency procedures.

39. Address performance and conduct concerns in collaboration with Agency leadership.

40. Participate in hiring, disciplinary, and termination processes as assigned.

41. Provide direction to staff during routine operations, staffing emergencies, on-call

situations, and other program-related matters.

42. Communicate significant staffing, performance, safety, or compliance concerns promptly

to appropriate Agency leadership.

43. Promote a professional, respectful, and person-centered work environment.

TEAMWORK & PROFESSIONAL STANDARDS

Attend required staff meetings and actively participate in in-services and trainings.

Work cooperatively with Agency leadership, direct care staff, administrative personnel,

consultants, families, healthcare providers, DDS representatives, and other community

partners.

Communicate effectively, professionally, and respectfully with individuals served,

employees, families, regulatory personnel, and outside providers.

Support consistent implementation of individual goals, program expectations, and Agency

procedures.

Requirements

COMPETENCIES & CERTIFICATIONS

Successful completion and maintenance of Medication Administration Certification.

Successful completion and maintenance of PMT or other Agency-approved physical

management training, CPR, and First Aid.

Valid Connecticut driver's license with a satisfactory driving record.

Maintenance of all additional DDS- or Agency-required certifications and trainings

necessary to perform assigned duties.

QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential duty

satisfactorily and maintain a flexible work schedule based on Agency and program needs.

Experience working with individuals with intellectual or developmental disabilities,

behavioral support needs, medical needs, or in human services, healthcare, or a related setting

strongly preferred.

Demonstrated ability to supervise, coach, and provide direction to staff.

Strong organizational and time-management skills.

Ability to manage administrative responsibilities while providing direct support.

Effective written and verbal communication skills.

Strong attention to detail and accuracy in record keeping.

Basic proficiency with scheduling, payroll, electronic documentation, email, and other

Agency systems.

Ability to respond calmly and effectively to changing priorities, staffing concerns, and

crisis situations.

EDUCATION AND/OR EXPERIENCE

High school diploma or equivalent required. Associate's or Bachelor's degree in human services

or a related field preferred. A minimum of two years of experience working in developmental

disabilities, residential services, human services, healthcare, or a related setting is preferred,

including experience providing staff leadership or supervision; or an equivalent combination of

education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents including safety procedures, medical information,

service plans, Agency policies, and procedural manuals. Ability to prepare routine

documentation, reports, and correspondence and communicate effectively with individuals

served, families, employees, healthcare providers, regulatory agencies, and other stakeholders.

MATHEMATICAL SKILLS

Ability to perform basic mathematical calculations necessary for reviewing attendance, payroll,

schedules, staffing hours, and related program information.

REASONING ABILITY

Ability to exercise sound judgment, organize competing priorities, identify discrepancies or

concerns, and resolve routine program, staffing, and operational issues in accordance with

Agency policies and established procedures.

PHYSICAL DEMANDS

The physical demands described here are representative of those required to perform the

essential functions of the position, including approximately 15 hours of direct care

responsibilities each week. Reasonable accommodations may be made to enable individuals with

disabilities to perform the essential functions.

Regularly required to talk, hear, stand, walk, sit, use hands to handle or operate objects or

equipment, and reach with hands and arms.

Frequently required to lift and/or move up to 75 pounds.

May be required to exert additional force while implementing Agency-approved physical

intervention procedures for which training has been provided.

Specific vision abilities required include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The position works in Agency residential programs, administrative settings, healthcare offices,

and community locations. The employee may be required to travel between Agency locations

and transport or accompany individuals to appointments and community activities.

The noise level in the work environment is generally moderate.

Travel by automobile is required.

The employee may be exposed to changing weather conditions while traveling.

DISCLAIMER

This job description is intended to describe the general nature and level of work performed by an

employee assigned to this position. It is not intended to be an exhaustive list of all

responsibilities, duties, qualifications, or skills required. Job duties and work schedules may be

modified based on Agency and program needs.