Operations Program Coordinator Jobs in Tulsa, OK

Description

JOB SUMMARY: The Program Coordinator I+ supports A New Leaf's Phase II residential model at The Village by coordinating client services, operations, staffing logistics, compliance, and communication among residents, staff, and leadership.

This role is designed to:

Promote independent living success and tenant stability

Provide responsive support for resident and operational needs

Coordinate transportation and staffing coverage as assigned

Strengthen communication across residents, staff, and leadership

Supervisory Responsibilities:

Collaborate with Human Resources to onboard staff supporting the assigned caseload.

Collaborate with Lead DSPs and leadership to support staff meetings, communication, training, and policy updates.

Lead regular one-on-one meetings, mentor staff, and support coaching, corrective action, evaluations, and annual performance reviews in coordination with the Program Manager.

Submit required personnel forms, approve mileage reports, and ensure direct reports follow medication, state, and agency requirements.

Duties/Responsibilities:

Client Management

Oversee daily operations for the assigned residential caseload and ensure implementation of each client's plan of care in the home and community.

Participate in individual planning, team meetings, and quarterly reporting while advocating for client rights, choices, and preferences.

Maintain regular communication with clients, families, guardians, and team members and monitor progress toward outcomes.

Coordinate medical care, including appointment scheduling, attendance, documentation, follow-up, and service as primary or backup Health Care Coordinator.

Oversee medication management, monthly audits, and required documentation submitted to appropriate entities in a timely manner.

Support clients and guardians with benefits, insurance, trust, and related coordination to ensure daily living and financial support needs are addressed.

Logistical Management

Coordinate staffing coverage with leadership partners and manage Phase II transportation logistics as assigned.

Provide direct operational support, including backup shift or transportation coverage, to maintain continuity of services.

Respond to emergencies, complaints, and Remote Supports crisis calls and ensure appropriate follow-up.

Complete required monthly site visits and audits to confirm safety, documentation, compliance, and adherence to agency and waiver standards.

Ensure monthly emergency drills, water temperature checks, and corrective follow-up related to site visit findings are completed.

         o Work with QA Auditor to correct related issues arising from site visits.

Financial Management

Oversee monthly financial logs, petty cash, p-card activity, receipts, and client trust account requests.

Coordinate spend-downs, monitor client balances when A New Leaf acts as Representative Payee, and obtain required approvals for larger fund requests.

Maintain working knowledge of leases and financial agreements, communicate balance status to the Program Manager, and coordinate renewals or updates as needed.

Responds to inquiries from Case Managers (CMs) regarding lease and financial agreement status and ensures appropriate follow-up.

Administrative

Review GERs, T-Logs, and incident reporting requirements daily, including approval or escalation of reports as required.

Audit required documentation monthly and maintain client and operational records that are current, accurate, and audit ready.

Review and process mileage app entries and related reports for payroll and billing.

Participate in on-call rotation, crisis response, required meetings, training, and assigned projects or task forces.

Lead monthly DSP/Lead DSP meetings as needed and coordinate scheduling and coverage communication with appropriate leadership partners.

Rotate responsibility for the residential after-hours on-call phone with other Program Coordinator + to provide support and respond to urgent residential needs outside of standard business hours.

Payroll & Billing

Review and approve employee timecards, PTO, payroll, attendance, billing documentation, and EVV requirements in accordance with agency deadlines.

Skills & Competencies:

Leadership, organization, and planning skills

Ability to manage multiple priorities and programs

Knowledge of person-centered planning principles

Strong written and verbal communication

Professionalism, confidentiality, and attention to detail

Requirements

Required Skills/Abilities:

Minimum age - 21 years old.

Bachelor's Degree in a related field preferred and/or minimum of four years of any combination of college level education and/or full-time equivalent experience in serving people with disabilities.

Work experience in the field required.

Supervisory experience preferred.

Have and maintain a valid driver's license, including dependable vehicle/transportation to and from work, and automobile insurance coverage at all times, to ensure you are eligible to operate company vehicles.

Ability to communicate verbally and in writing.

Work flexible schedule based on the those served by and the needs of A New Leaf, Inc., including but not limited to working scheduled evenings or weekends based on the department/event need.

Expressed desire to work with as well as a positive attitude when working with individuals with developmental disabilities and autism.

Strong organizational skills and an ability to thrive and be productive equally in a team oriented or autonomous environment.

Ability to clearly exemplify A New Leaf, Inc.'s Core Values of Client-Centered/Customer-Focused; Professionalism; Innovation; and Collaboration.

Physical Requirements:

Prolonged period sitting at a desk and working on a computer/Prolonged period of standing, outdoor, and interactive activities.

Bending, stooping, and lifting a minimum of 30lbs.

Special Requirements:

Maintain CPR/First Aid certification

Maintain DDS Medication Administration Training

Criminal arrest check will be done through the OSBI; Per Section 1025.1 et seq. Of Title 56 of the Oklahoma statues, House Bill 1790, any prospective employee with a felony or misdemeanor conviction, guilty plea or plea of nolo contendere will not be eligible for employment. This prohibition may be disregarded if an appropriate waiver is obtained from the Office of the Director, DDSD, Department of Human Services, or his/her designees.

Community Services Registry checks (House Bill 1790) will be done through DDSD, Department of Human Services. The person whose name appears on the registry cannot work for A New Leaf.

Employees and A New Leaf are engaged in an at-will employment relationship, meaning that either are free to terminate the relationship at any time with or without reason and with or without notice.