Residential Program Coordinator I+ - Logistics

JOB SUMMARY:

The Program Coordinator I+-Logistics supports A New Leaf's residential model at The Villages of Owasso by coordinating client services, operations, staffing and transportation logistics, compliance, and communication among residents, staff, and leadership. This role is designed to provide responsive support for resident and operational needs, coordinate transportation and staffing coverage as assigned, and strengthen communication across residents, staff, and leadership.

Supervisory Responsibilities:

§ Collaborate with leadership to support staff meetings, communication, training, and policy updates.

§ Lead regular one-on-one meetings and team meetings; mentor staff; support coaching, corrective action, evaluations, and annual performance reviews in coordination with the Program Manager.

§ Collaborate with Human Resources to onboard staff supporting the assigned caseload.

Duties/Responsibilities:

Client Management

§ Oversee daily operations for the assigned residential caseload and ensure implementation of each client's plan of care in the home and community.

§ Participate in individual planning, team meetings, and quarterly reporting while advocating for client rights, choices, and preferences.

§ Maintain regular communication with clients, families, guardians, and team members and monitor progress toward outcomes.

§ Coordinate medical care, including appointment scheduling, attendance, documentation, and follow-up; serve as primary or backup Health Care Coordinator.

§ Support clients with benefits, insurance, trust, and related coordination to ensure daily living and financial support needs are addressed.

Logistical Management

§ Coordinate staffing coverage with leadership partners and manage transportation logistics at The Village

§ Provide direct operational support, including backup shift or transportation coverage, to maintain continuity of services.

§ Respond to emergencies, complaints, and Remote Supports crisis calls and ensure appropriate follow-up.

§ Complete required monthly site visits and audits to confirm safety, documentation, compliance, and adherence to agency and waiver standards.

§ Ensure monthly emergency drills, water temperature checks, and corrective follow-up related to site visit findings are completed.

Program Coordinator III Backup:

§ May serve as backup to PCIII and the following duties including:

o Units and Staffing patterns

o In-service tracking

o Workforce management duties.

o Billing tasks

Administrative

§ Audit required documentation monthly and maintain client and operational records that are current, accurate, and audit ready.

§ Participate in on-call rotation, crisis response, required meetings, training, and assigned projects or task forces.

§ Submit required personnel forms, approve mileage reports, and ensure direct reports follow medication, state, and agency requirements.

Payroll & Billing

§ Review and approve employee timecards, PTO, payroll, attendance, billing documentation, and EVV requirements in accordance with agency deadlines.

Required Skills/Abilities:

§ Ability to manage complex logistical planning and implementation

§ Leadership, organization, and planning skills.

§ Ability to manage multiple priorities and programs.

§ Knowledge of person-centered planning principles.

§ Strong written and verbal communication.

§ Professionalism, confidentiality, and attention to detail.

Work Environment

· Combination of administrative offices, residential homes, and in the community.

· May require evenings or weekends (depending on staff coverage, issues, activities, unannounced after hour site visits, etc.)

Education and Experience:

§ Minimum age – 21 years old

§ Bachelor’s degree in a related field and/or four (4) years of any combination of college level education and/or full-time equivalent experience in serving people with disabilities required.

§ Supervisory experience required. minimum of 2 years.

Physical Requirements:

• Prolonged period of sitting behind computer and desk as well as prolonged period of standing, outdoor, and interactive activities.

§ Bending, stooping, and lifting a minimum of 30lbs.