Program Coordinator

Scope
The primary duty of the Program Coordinator is to supervise and coordinate all consumer programs and PCS staff as defined by State, DDS and PCS agency policies and procedures for the caseload as assigned by PCS Program Director or CEO.

The following are examples of duties relating to these functions but should not be interpreted as the only duties:

Duties of the PCS Employee/Program Coordinator
1. Provide supervision and coordination for a number of community programs.
2. Directly supervise Residential Supervisors (House Managers) and Direct Care staff (HTS) in consumer homes for which a House Manager is not identified.
3. Arrange proper staff coverage for consumer homes; ensuring staff are trained as required per the Individual Plan, State, DDS and PCS agency policies prior to working in a consumer home.
4. Provide staffing coverage in consumer homes when no suitable, appropriately trained staff can be located to provide coverage.
5. Recommend to the Program Director the hire and termination of staff which he/she is responsible.
6. Complete performance reviews for staff supervised at 90 days of hire and annually thereafter.
7. Act as a resource and positive mentor for all PCS staff.
8. Assure all consumer homes are in compliance with PCS standards and DDS contract standards; including prompt resolution of Quality Assurance citations.
9. Assure accurate record keeping of all consumer records in both the consumer home and PCS offices.
10. Pre-plan for all meetings for each consumer; to include IT and IP meetings.
11. Coordinate services for consumers as required per the Individual Plan.
12. Interface appropriately with all team members involved in the consumer’s needs.
13. Assume the duties of Health Care Coordinator or back-up Health Care Coordinator as needed.
14. Complete site visits monthly to consumer homes as required. Submit site visit reports to supervisor immediately following each visit. Signature of staff on duty at time of PC visit required.
15. Complete and submit quarterly consumer reports by the 10th of each quarter to the DDS Case Manager and PCS Program Director; ensuring the report reflects current consumer IP outcomes and information at completion.
16. Complete consumer goals and/or data collection within seven working days of receiving the consumer’s annual individual plan; providing documentation to consumer home for accurate tracking and completion by assigned home staff.
17. Notify the appropriate personnel when an incident occurs (APS, OCA, DDS On-Call, CM, PCS Program Director, Guardian), ensuring an incident report is completed and submitted through Provider Reporting within the required timeframes.
18. Monitor home budgets, staffing patterns and overtime; to include staff working multiple homes and incurring overtime.
19. Review all PCS internal reports (i.e., WIP, Expiring Authorization/POC, Overtime, etc.) as received provide timely follow-up to ensure appropriate action is taken where applicable.
20. Review timesheets for accuracy. Ensure hours worked and training attendance are accurate and within the budgeted hours for each home.
21. Review staff and/or consumer mileage reports for accuracy (actual miles driven). Ensure miles submitted are within the budgeted amount for each consumer.
22. Assure petty cash funds are dispersed appropriately for the consumer. Review receipts during site visits; ensuring purchased items are present, coded accurately and that cash and receipts balance.
23. Ensure each consumer receives and maintains all benefits to include, but not limited to housing, food stamps (where applicable), social security, Medicaid and/or Medicare. Report all earned/unearned income to appropriate program personnel as required.
24. Monitor individual consumer finances. Assure dispersed personal funds are used only for approved purchases. Receive receipts and remaining cash returned; depositing any returned monies into bank within forty-eight (48) hours of receipt. Reconcile individual consumer personal funds against financial statement monthly by the 10th and provide to Accounting department for review.
25. Maintain contact with consumer’s parent(s) and/or guardian(s) at least monthly.
26. Be on call via PCS provided cellphone twenty-four (24) hours a day unless otherwise arranged and approved by your supervisor(s). Ensure after-hour emergency calls are returned within 20 minutes. Non-emergency calls should be returned no later than the next working day.
27. Respond to email, voicemails and requests within a timely manner.
28. Complete assigned duties within the established timeframes.
29. The PCS Director, CEO and/or President shall delegate further responsibilities at his/her discretion.

Required Skills & Qualifications

• Must reside in the Tulsa/Broken Arrow area to respond to emergencies
• Minimum of 4 years of verifiable industry experience
• Minimum of 2 years of verifiable supervisory experience
• Ability to type at least 45 words per minute.
• Effective verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite; specifically excel.
• Experience with Windows 10 and file maintenance.
• Experience with general office equipment (copiers, scanners, multi-line phones)