Program Coordinator

Job Description

Job Description

Summary Description

The Program Coordinator position is being established to provide dedicated oversight across all Owatonna locations. This role is essential for maintaining alignment with 245D licensing standards, improving internal communication and documentation processes, supporting staffing coverage, and enhancing the quality of care provided to individuals served. By embedding leadership directly into the department’s day-to-day operations, this role will help ensure that services remain compliant, person-centered, and responsive to both individuals’ needs and the expectations of regulatory bodies and stakeholders.

Job Requirements :

Education :

Must have at least a four-year degree in a field related to human services, education, psychology, social work, nursing, or a closely related discipline or

• A minimum of 60 semester hours (or equivalent) in a related field and at least three years of full-time work experience providing direct care services to individuals with disabilities or related conditions.
• Experience :

At least three years of direct care experience working with individuals with disabilities, mental health diagnoses, or medical conditions requiring residential or community-based supports.

• Experience developing, implementing, and monitoring individual support plans, outcomes, and documentation.
• Prior leadership or coordination experience in a licensed 245D setting is highly preferred.
• Skills :

In-depth understanding of 245D licensing standards, person-centered planning, and positive supports.

• Strong written and verbal communication skills, including the ability to communicate effectively with individuals served, staff, guardians, and county case managers.
• Proficiency in documentation, goal tracking, incident reporting, and use of EHR systems.
• Ability to manage multiple sites, coordinate schedules, lead staff meetings, and respond to emergencies.
• High level of organization, time management, and problem-solving skills.
• Background Check :

Must pass a DHS background study with clearance for direct contact and access to vulnerable adults.

• Valid driver’s license with clean driving record and reliable transportation.
• Must complete required 245D training within 60 days of hire and maintain ongoing compliance with annual training requirements.

Job Responsibilities :

• Resident Care and Support :

Provide direct care and support to individuals as needed, including assistance with activities of daily living (ADLs) such as bathing, dressing, grooming, toileting, mobility, and medication administration.

• Monitor and document the health, behavior, and well-being of individuals served; promptly report notable changes to the Area Director and health professionals as required.
• Support individuals in pursuing and achieving outcomes defined in their Coordinated Service and Support Plan (CSSP) and CSSP Addendum, using person-centered practices.
• Leadership and Supervision of DSPs :

Supervise DSPs to ensure consistent, high-quality service delivery aligned with each person’s needs and preferences.

• Coordinate daily and weekly staffing schedules to ensure adequate coverage; delegate tasks and responsibilities appropriately.
• Provide regular check-ins, performance feedback, coaching, and mentorship to DSPs to promote retention, morale, and professional growth.
• Support staff in meeting training, documentation, and procedural expectations, including those required under 245D.
• Training and Compliance :

Train new and existing staff on person-specific protocols, company policies, 245D requirements, and positive support strategies.

• Facilitate ongoing training and in-service sessions to ensure continued compliance with state licensing and internal standards.
• Ensure DSPs demonstrate competency in their assigned duties and complete documentation in accordance with licensing and agency policy.
• Household Operations and Maintenance :

Oversee all aspects of daily household management, ensuring homes are clean, well-maintained, and meet safety standards.

• Coordinate with the Area Director and approved vendors for maintenance, repairs, or improvements.
• Track and maintain adequate inventory of groceries, cleaning supplies, household items, and personal care products.
• Manage regular inventory checks for all assigned homes, including gas usage and spending logs.
• Documentation and Reporting :

Maintain timely, complete, and accurate documentation per 245D requirements and agency protocols, including progress notes, incident reports, daily logs, and service delivery records.

• Ensure goal tracking, data collection, and progress reporting are completed in alignment with each individual’s CSSP Addendum.
• Monitor and review each individual’s financial records and household logs to ensure accountability and compliance.
• Quality Assurance and Safety :

Conduct routine checks to verify that all homes meet health, safety, and licensing standards.

• Implement and monitor emergency preparedness procedures, including scheduled drills and safety reviews.
• Proactively identify, document, and resolve safety concerns to ensure a secure environment for individuals and staff.
• Communication and Collaboration :

Serve as a liaison between the Area Director, DSPs, individuals, guardians, and interdisciplinary team members.

• Facilitate team meetings and communicate expectations clearly and professionally.
• Ensure continuity of care through consistent communication, including shift handovers and weekly summary emails outlining individual updates, household matters, and staffing observations.
• Coordinate and attend individuals’ medical, dental, and therapeutic appointments as needed.
• Crisis Management and Conflict Resolution :

Take the lead in managing crises and behavioral incidents using approved de-escalation techniques and individual protocols.

• Address interpersonal conflicts or concerns among staff or individuals in a timely, professional manner, escalating to the Area Director when appropriate.
• Ensure all incidents are properly documented and reported per 245D policy.
• Task Management :

Create and maintain accurate staff schedules using the ADP platform, ensuring full shift coverage across all assigned locations.

• Receive daily task assignments from the Area Director and complete them according to established priorities and timelines.
• Exercise discretion and independent judgment in managing daily responsibilities and delegating tasks effectively.

Expectations :

• Professionalism :

Consistently model New Transitions’ core values of empathy, integrity, and resident-centered care in all interactions.

• Maintain professional boundaries and respectful communication with individuals served, team members, and external contacts.
• Represent the agency with professionalism in documentation, correspondence, and meetings.
• Flexibility and Availability :

Maintain availability for a flexible work schedule as assigned by the Area Director, including evenings, weekends, or holidays as needed to support staffing or care needs.

• Adapt to changing priorities or emergent household needs, particularly in direct care or coordination duties, while maintaining clear communication with the Area Director.
• Accountability :

Take ownership of assigned responsibilities while understanding that all final authority and decision-making regarding operational, disciplinary, or inter-staff matters rests with the Area Director.

• Complete tasks delegated by the Area Director in a timely and thorough manner; escalate issues beyond your authority to the Area Director.
• Ensure direct care duties, documentation, and communication meet internal standards, while redirecting any staff concerns to the Area Director per interim chain-of-command protocol.
• Continuous Improvement :

Participate in required and supplemental training with the goal of improving individual and team performance.

• Accept constructive feedback from the Area Director and demonstrate initiative in applying recommendations.
• Promote a team culture of consistency, compliance, and growth within the scope of your role.