Program Coordinator

Primary Responsibility:

The Program Coordinator assists with planning and providing holistic services that support the emotional, physical, and social well-being of all residents under the direction of the Director of Residential Services. Works collaboratively with residential leadership, clinical staff, Finance staff, with guardians/family members and external case managers/funders to ensure that individuals served, and individuals accepted for admission, meet and maintain funding eligibility for residential services, as well as promoting the mission of Weinberg Commons.

Specific Responsibilities:

• Schedule and coordinate the annual plan meetings and ensure that all care team members are included and take and file meeting notes.
• Ensure that all documentation for the annual plan (ISP) is promptly prepared and provided to the appropriate parties.
• Ensures that the annual plan accurately captures needed services and ensures that funding authorizations are in place for the services.
• Support the process when individuals transfer services to a new program or apartment by ensuring that transfer meetings are held with external care team members’ input and that all documentation is in place for no disruption in funding.
• Ensure that all pertinent contact information for each individual and his/her care team and relationships is accurately maintained in the electronic database.
• Oversee the electronic files for service notes and treatment plans.
• Ensure that guardianship and Power of Attorney documentation is on file.
• Assist families, individuals served and residential care teams with resolving medical insurance issues.
• For new admissions, attend the pre-admission and admissions meetings to meet the external care team members and to learn about the service needs of the individual being admitted.
• Coordinate the discharge planning process. Prepare the discharge letter and the discharge summary.
• Oversee Admission process of new resident from start to finish.
• Send denial/acceptance admission letters to applicants.
• Ensures Discharges and Transfer are properly documented.
• Provide training to managers and others as needed.
• Serve as a resource for residential managers administration to resolve random, unassigned issues that impede the individual’s access to service, health, and overall progression.
• Schedule, facilitate, actively participate, and document Interdisciplinary Team meetings. Distribute meeting minutes and track follow up.
• Assist with auditing the individuals record that are maintained in the program and the EMR.
• Utilize the change form process to communicate with billing and finances any changes in services and insurances.
• Utilize the re-authorization process for securing authorization for MLTSS.
• Ensure outcome assessments are completed and entered CCP.
• Ensure treatment plan for services is up to date and services are provided based on the ISP.
• Track and Order Office Supplies and PPE equipment as needed.
• Maintain Administration Spreadsheets that track Residential Waiting list, Residential Application documents, Vehicle Maintenance, Insurance and Leases, HR related content, Drivers Abstract, Program License/Certifications, and program Inspections.
• Oversees administration electronic files for the residential program.
• Assist with management of residential staffing schedules as needed.
• Maintain Employee and Family/Guardian Contact lists, call out log and Vendor Check Requests.
• Point of Contact for Cleaners and Shabbat Event Deliveries
• Assist Associate Director with creating access for new and existing staff to needed electronic systems.
• Assist Associate Director with scheduling /conducting trainings and auditing programs as needed.
• Collaborate with Pennrose management company on a routine basis.

Requirements:

• Associates/bachelor’s degree, high school diploma, or equivalent combination of education, training, and experience
• 2 years’ experience working with individuals with disabilities in a residential setting, knowledge of person-centered planning and community resources for individuals with disabilities. Demonstrate an understanding of inclusion and compassion.
  • Proven ability to effectively communicate both verbally and in written form required.
  • Effective and proven ability to prioritize, multi-task, project management skills, as well as flexibility and adaptability.
  • Basic math skills required.
  • Operative knowledge of MS Office Word and Excel spreadsheets.
• Ability to handle pressure in a crisis and demonstrate good judgement, flexibility, and problem-solving skills.
• Demonstrate a high level of professionalism and ability to work independently.
• Ability to maintain confidential and meticulous records.
• Must have a valid Driver’s license in the state of New Jersey.
• Submit to a criminal background check and be determined to be not disqualified by the Department of Human Services prior to hire.
• Agree to have their name checked against the Central Registry of Offenders Against Individuals with Developmental Disabilities
• Shall submit to drug testing and receive a clear drug screen prior to employment per Stephen Komninos Law.
• Shall submit to drug testing conducted randomly and for cause.
• Shall complete an application to have their name checked against the Child Abuse Registry Information (CARI).
• Must be vaccinated for Covid -19 or meet criteria under both DHS/CDC guidelines.
• Must cooperate with the licensee and Department of Human Services staff in any inspection, inquiry, or investigation.
• Demonstrate an understanding of inclusion, compassion and problem solving with individuals with disabilities and their families.
• Will cooperate with the licensee and Department of Human Services staff in any inspection, inquiry, or investigation.