Operations Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Parental leave
• Vision insurance

Job Summary:

The Operations Coordinator is responible for providing administrative coordination, communication support, and oversight assistance for the Residential Services Department. This role supports the Operations Managers by ensuring Program Coordinators are organized, doucumentation is complete and accurate, and site-level compliance and office workflows run effciently. The Operations Coordinator plays a key role in maining communication between departments, tracking compliance-related items, and supporting day-day operations of the residential programs.

Essential Duties and Responibilities:

Administrative Support and Coordination

• Cooridinator schedules, site, visit logs, and documentation follow-up for Program Coordinators.

• Tracks and organizes administrative tasks including compliance submissions, medical appointments follow-ups, and training documentation.

• Assist in the preparation of reports, audits, and regulatory forms.

• Maintains calendars, reminders, and trackers related to regulatory deadlines, inspections, and compliance requirements.

Communication and Collaboration

• Serves as a central point of contact between Program Cooridinators and internal departments (Clinical, Medical, HR, Maintenance, etc.)

• Supports communication regarding site needs, staffing challenges, and compliance updates.

• Helps disseminate operational updates and ensures documentation is properly submitted and archived.

Compliance and Documentation Oversight

• Assist with collecting and reviewing documentation from Program Cooridinators including maintenance requests, health & safety checklists, and physical site forms.

• Ensures agency forms and systems are properly utilized for MARs, T-Logs, ISP documentation, and incident reporting.

• Supports preperation for audits and licensing visits in coordination with Program Coordinators and the Quality Assurance team.

Staffing and Operational Assistance

• Maintains coverage tracking logs and on-call schedules as assigned.

• Helps ensure documentation for training, onboarding, and in-service requirements are complted and submitted in a timely manner.

• Monitors DSPs schedules, call-offs, and assist with coverage alerts and reminders.

Individual and Programmatic Support

• Assists with tracking follow-ups from medical appointments and ISP meetings.

• Helps coordinate and file Behavior Support Plans, Health Care Plans, and other individual-specific documents.

• Supports Program Coordinators in maintaining individual records and household inventories.

Qualifications:

• High School diploma or equivalent required; associate's degree in Human Services, Business, or related field preferred.

• At least 2 years of experience in administrative or coordination roles, preferably in a Human Services or Healthcare setting.

• Srong organizational, communication and documentation skills.

• Familiarity with ODP regulations (6400/6100) and residentail documentation is a plus.

• Proficiency in Microsoft Office and electronic health record systems such as Therap.

Physical Requirements:

• Ability to travel between program sites as needed.

• Ability to sit, stand, and work at a computer for extended periods.