Program Coordinator

POSITION SUMMARY :

Under the supervision of the Program Manager or Program Director, the Program Coordinator is responsible for coordinating all operational activities of <> , including development and monitoring of the program’s protocols. Oversees a group of junior staff which may also include interns and volunteers who service clients’ needs and their families. Provides training,
guidance and oversight to assigned staff. Reviews weekly case loads, monitors that staff are following approved protocols and procedures, ensuring that they are providing patients and program members with proper screening, guidance, referrals to community resources, etc.

Position: Program Coordinator

Department: Emergency Administration

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

1. Program Support:

• Under the supervision of the Program Manager or Program Director monitors program guidelines and policies with the purpose of ensuring compliance with all government regulations, as well as maintaining alignment with the organization's mission.
• Works with the Principal Investigator/Program Director to evaluate program outcomes and to ensure culturally appropriate continuum of services for clients.
• Monitors the effectiveness of the program, making adjustments as needed. Monitors quality initiatives, including staff recruiting and training, monitoring/reporting of significant clinical events, monitoring/recording patient/family satisfaction, and monitoring/recording satisfaction of referral sources.
• Works with health providers and co-facilitators to ensure seamless delivery of services for high need clients.
• Ensures the department maintains an up-to-date listing of credentialed health providers and co-facilitators, including hospitals, family stabilization teams, outpatient facilities, and community groups.

2. Management:

• Oversees 8-10 program field staff (which may include interns, volunteers and/or staff) and approximately 50-60 active participants. Provides necessary ongoing training and technical support to ensure projects are being completed in a safe, professional and productive manner.
• Assists in the recruitment, hiring (budget approved at the Director level), training, supervision, coordination and performance of field staff as well as the overall performance of field crews.
• Conducts weekly staff meetings to review requests for training and consultation; discusses group topics of concern and other relevant programmatic topics.
• Manages centralized personnel files, coordinates the new hire process. Tracks hours worked, vacations, monthly coverage. Tracks Personnel Action Forms (PAFs), performance reviews; works with Program Director to address performance issues.
• Encourages staff and personally advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.

3. Fundraising and Grant Support:

• Works with the Program Director in developing and determining the budgetary requirements of the program. Assists with identifying funding sources, developing proposals and case statements and soliciting major gifts.
• Prepares grant proposals (gathers information, assembles supporting materials, writes and submits grant applications).
• Attends community and national events in an effort to promote program and build positive relationships.

4. Administrative:

• Maintains a data management system ensuring timely and accurate data collection. Compiles quantitative and qualitative data daily, weekly, monthly and uses data to determine status of program activities.
• Writes the quarterly progress reports and annual progress reports for submission to all external funding agencies/sponsors.
• Serves as the department administrative expert with regards to compliance policies & departmental procedures.
• Maintains pre-and post-award policy and procedures manuals.
• Reviews and authorizes all grant fund disbursements ensuring budget compliance.
• Monitors and maintains inventory of supplies and equipment. Purchases products as needed within established budget.
• Schedules meetings, coordinates audio-visual and technology requirements, orders food/beverages, etc., as needed.
• Functions as a key liaison with funding sources and regulatory agencies. Ensures clear communication and compliance.

5. Field Support:

• Assists in facilitating group sessions. This may include intake, health assessment and leading in group discussions.

OTHER DUTIES:

• Performs office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, to ensure that exceptional customer service and patient care may be provided.
• Utilizes hospital’s behavioral standards as the basis for decision making and to support the hospital’s mission and goals.
• Follow established hospital infection control and safety procedures.

Perform other duties as needed.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB DESCRIPTION CHARACTERISTICS

EDUCATION:

Bachelor's Degree (or equivalent combination of formal education and experience) required.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

None

EXPERIENCE:

Minimum a minimum of (2, 3, 4) years related experience. Non-profit program coordination is a plus.

KNOWLEDGE AND SKILLS:

• Knowledge of social/behavioral science research methods & principles. Knowledge of program evaluation is helpful.
• Ability to be self-directed, prioritize essential tasks and balance numerous responsibilities.
• Must have excellent interpersonal skills, including and ability to work with individuals from a variety of disciplines, and on a variety of levels.
• Excellent oral and written communication
• Proficient with standard Microsoft programs (i.e. MS Word, Excel, PowerPoint, Outlook) and web browsers.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE : This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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