Program Coordinator

Responsible to: Program Manager and Program Administrator

Function:   To coordinate a program promoting client’s academic, personal and social growth and maturation in a home environment, promoting increased independence, in compliance with the WAC, DSHS, HUD, and Title XIX regulations and policies of Camelot Society, as applicable.

Primary Responsibilities:

1.       To supervise and monitor Direct Support Professionals (DSP) and Lead DSP:

·       To ensure familiarity with Camelot Society’s Personnel Policy Manual and other relevant policies and procedures.

·       To delegate and observe job-related tasks.

·       To encourage and facilitate teamwork and staff morale.

·       To provide ongoing training for staff.

·       To discuss strengths and weaknesses of performance. To support Program Manager with completion of DSP evaluations.

·       To schedule staff hours, record compensatory time, and to arrange necessary coverage for all shifts in conjunction with the Leads. Covering shifts as necessary. To be available as needed. To review and ensure accuracy of staff time sheets, reviewing hours worked schedules with Shift2Work.

·       To complete quarterly awake night checks.

2.       To assist in maintaining documents in personnel records, including continuing education and all other certificates.

3.       To provide input to the Client Plan Coordinator via email and CC Program Manager and Program Administrator regarding client’s Individual Instruction Support Plan (IISP). As well as, ensure the quarterly reviews are being completed.

4.       To review program books and client programs to ensure accuracy and completion.

5.       To support the leads with regards to client medical needs and ensure that all appointments and follow-ups are happening.

6.       To identify the need for maintenance of the homes, grounds, household appliances, equipment, furnishings, etc. To complete quarterly site maintenance walk-throughs for assigned program.

7.       To complete assigned Therap tasks:

• To review client data and follow-up actions (labs and appointment documents included, ensuring or inputting labs into the system).
• To review and approve the monthly Medication Administration Record’s.
• To register staff for training and input into the system. Provide follow-up reminders to staff.

8.       To maintain Smart 911 for all clients in the program.

9.       To ensure Standing Med Orders (SMO) match Therap, appointments are occurring and the Professional Plan of Care (PPOC) is completed and the Summary of Visit is accurately filled out following the appointment.  

10.    To assist with the financial matters of the clients as well as petty cash and requests for reimbursements.

·       To assist with individual client accounts and to reconcile these accounts on a regular monthly schedule according to agency policies and procedures.

·       To complete monthly client spending for Residential Allowance Request’s (RAR’s) and State Supplementary Payment’s (SSP’s).

11.    To ensure proper storage and monitor food supplies as indicated by federal and/or state as well as health department regulations.

12.    To ensure client lease agreements are up to date and renters’ insurance is obtained and maintained.

13.    To report allegations of suspected abuse, improper use of restraint, neglect, self-neglect, personal or financial exploitation, abandonment, mistreatment, and injuries of unknown origin. All agency staff are mandatory reporters and must adhere to agency policies as well as Developmental Disabilities Community Service (DDCS) Division policy 6.12.

14.    Other duties as assigned by the Program Manager.

Qualifications/Requirements:

1.      Minimum of 1-year experience working with people with developmental/intellectual disabilities preferred.

2.      Demonstrated leadership abilities and sound judgment.

3.      Excellent communication skills; specifically, verbal skills in reference to receptive and instructive communication.

4.      Ability to plan and organize as needed.

5.      Have met all qualifications for the DSP position.

Terms of Employment:

1.       Nonexempt, supervisory position, 40-hour work week with some flexibility with approval from supervisor, after hours and weekends may be required.

2.       Wage is dependent on experience.

3.       Camelot Society policies & procedures take effect on the date of hire.

In addition to the DSP job description, the Lead Staff will be responsible for the following duties:

1. To provide direct care (DSP) training, including some new hire orientation.
2. To provide necessary staff training, including new hire orientation.
3. To complete the staff schedules with input and guidance from the Program Manager.
4. To cover shifts when necessary.
5. To carry the Supported Living phone on a shared basis with the other Lead Staff.
6. To review client charts daily and monitor implementation and documentation of all written programs.
7. To schedule necessary appointments to the doctor, dentists, as well as other medical providers, and ensure the correct paperwork is completed.  To attend critical medical appointments.
8. To ensure that weekly menus are correct, with client input and utilizing substitutions where necessary, and make sure the grocery budget is met.
9. To complete quarterly quality assurance checklists and monthly fire drills. Address identified needs with Program Manager.
10. To participate in the development of Person Centered Support Plans (PCSP’s):

§  To assist the Program Manager in scheduling and obtaining assessments.

§  To provide relevant information regarding client’s progress at annual PCSP meeting.

11. To review the Individual Instruction and Support Plan (IISP) quarterly and report any recommended changes to the Program Manager.
12. To attend all scheduled meetings and provide relevant information for the success of each individual.
13. To assist in the completion of performance evaluations for staff.
14. To complete monthly change over in each client’s book.
15. Be able to perform operations in accordance with the established policies and procedures of the governing body in compliance with federal, state, and local regulations, e.g. WAC & RCWs.
16. Act as liaison for the client related to medical, and other professional needs.
17. Supervise the confidentiality and safe storage of current and closed client records.
18. Ensure proper recording of financial transactions.  Reconcile all financial accounts and balance bank statements monthly.
19. To encourage and facilitate teamwork and staff morale.
20. To review and ensure correctness of staff time sheets based on site schedule book, as requested by the Program Manager.
21. To transport clients and monitor documentation of mileage.
22. To plan for and verify the maintenance of Camelot Society vehicles.
23. To assist in the completion, follow-up and processing of General Event Reports (GERs).
24. To attend conferences, seminars, and workshops to enhance the planning and maintenance of effective programs.
25. To maintain relationships with each client’s parents and/or guardians, advocates, school and vocational training personnel, and consultants in regards to daily activities.
26. To establish and maintain positive relationships with the local community.
27. Adhere to and demonstrate the agency policies and procedures.
28. Other duties as assigned by Program Manager.

Qualifications:

1. Minimum of 6 months experience working with special needs populations preferred.
2. Demonstrated leadership abilities and sound judgment.
3. Excellent communication skills; specifically verbal skills in reference to receptive and instructive communication.
4. Ability to plan and organize as needed.
5. Have met all qualifications for the Direct Support Professional position.

Responsible to:  Program Manager & Program Administrator

Primary Responsibilities:

1.       To promote individual growth by daily implementation of the Individual Program Plans (IPPs)/Individual Instruction and Support Plan (IISP) through continuous active treatment.

2.       To provide opportunities for personal and emotional growth by encouraging independence in decision making and reinforcement of desirable behavior.

3.       To initiate, promote and coordinate involvement and integration in community activities.

4.       To establish and maintain accurate and detailed records in accordance with county, state and federal guidelines and Camelot Society policies and procedures.

5.       To coordinate planning, preparing, and serving of meals in accordance with directions of the nutritional consultant, federal guidelines and individual client needs.

6.       To ensure that all county, state, and federal health, safety, and sanitation codes are adhered to on a daily basis or as scheduled.

7.       To use Camelot Society vehicles as set forth in Camelot Society policies and procedures.

8.       To maintain Camelot vehicles as set forth in Camelot Society policies and procedures.

9.       To attend required conferences, meetings, training sessions, and workshops; and maintain training requirements per regulations.

10.   To directly supervise client self-administration of medications per Camelot Society Policies and Procedures Manual.

11.   To ensure clients’ constitutional rights in a responsible manner.

12.   To present self as a role model in a positive and professional manner in contacts with clients, employees, agencies, and the community.

13.   To support Camelot Society as a whole by working at other locations when requested.

14.   To follow Camelot society policies and procedures.

15.   To carry out other duties as assigned by the Program Manager.

Qualifications:

1.       Minimum of 6 months working with special needs populations preferred. 

2.       Must have attained a high school diploma or GED equivalent.