Assistant Program Coordinator

POSITION SUMMARY:
The Assistant Program Coordinator is responsible for ensuring the overall operations of a Day Program are being
delivered according to state and federal regulations, agency policy and procedure and according to the agency’s mission.
The role of the Assistant Program Coordinator is to oversee and manage the operations of a Day Program to support
individuals/program participants with an intellectual disability/mental health reach their goals, valued outcomes, develop
skills and provide support as required with day services by operating a Group Day Support Program. The position is
responsible for maintaining a safe, supportive, and therapeutic environment which fosters growth and rehabilitation and
facilitates the development of independent and self-help skills of the individual. The Assistant Program Coordinator is
responsible for training, planning, supervising, and coordinating the services and interaction of the staff, support staff and
managerial staff as well as ensuring compliance with state and federal regulations.
This position is responsible for maintenance and revision of developed systems within the Developmental Disabilities
(DD) program including quality assurance systems, training systems, and billing systems.  Responsible for keeping these
systems organized, efficient and for ensuring that staff is using these systems appropriately. The Assistant Program
Coordinator also imparts and supervises staff within the Day Habilitation program. 
The Assistant Program Coordinator works as a support to the Program Coordinator in operating the program in
compliance according to agency policy and state regulations, along with the supervision of the assigned workforce and
their performance. The Assistant Program Coordinator acts as the Program Coordinator in the absence of the Program
Coordinator.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Employee must possess the ability to interact with individual and staff professionally and ethically, understand and
implement service plans, and to complete all required documentation clearly, legibly in a timely manner. Must have a
passion for and desire to work with people with intellectual disabilities and other physical or mental disabilities.
Knowledge of basic human physical and psychological needs. Knowledge of simple health and safety precautions.
Knowledge of simple nursing care, first-aid, behavior management, personal and environmental hygiene. Ability to write
progress and behavior reports using a professional, objective style and voice. Ability to use computers and other electronic
equipment. Ability to interact with individuals, community members and other treatment team members. Ability to read
and comprehend technical training manuals. Ability to follow written and oral instructions course of action. Ability to
learn basic operation and maintenance of adaptive equipment. Ability to be supportive and patient. Ability to be a team
player.  Ability to observe, record and report participant’s behavior, attitude and physical condition. Ability to be on call
and work extended day to day hours. Ability to prioritize conflicting deadlines. Ability to observe, record, and report

participant’s behavior, attitude, and physical conditions. Ability to obtain SCIP, First Aid/CPR certification and
Medication Administration Training. Attention to detail and structured way of approaching tasks (well organized) to plan
ahead and result oriented (proactive).
ESSENTIAL RESPONSIBILITIES:
1. Supervise and manage the day-to-day operations of Day Program and responsible for managing, planning,
supervising, and coordinating the work of Site Supervisors. Effectively communicate and support the organization’s
mission, vision, and values.
2. Responsible for monitoring and ensuring that daily documentation for individuals’ programming is complete and
accurate.
3. Ensuring goals are met in areas including client and family satisfaction, safety, quality, and team member
performance.
4. Prepares and submits all required reports, incident reports, corrective action, statistics, and quality assurance functions
to verify program services are in accordance with agency and departmental Quality Assurance, Corporate Compliance
and HIPAA policies and procedures. Complete reports and ensure proper documentation of any incident at the
facility.
5. Conduct compliance reviews of the program to ensure state and agency record and program compliance and monitors
and reviews all general events and incidents and develops systems to ensure the health and safety of individuals.
Identifying risks and developing corrective plan to avoid potential incidents. Review all records and documentation
prepared by the Client Coordinators on a regular basis to ensure compliance.
6. Primary contact for Support Coordinators regarding programming questions, tour, and trial referrals for admission
information and for families and individuals along with making a recommendation of the appropriate program,
communication dispositions of potential of intakes.
7. Communicate regularly with Support Coordinators, family members and community partners as necessary and
directed and oversee the development and implementation of Person-Centered Plans, timely completion of Person-
Centered Reviews,
8. Ensure and track staff Program Specific Training for staff compliance and that staff are adequately trained to
implement individual full care plan. Supervise the maintenance of assigned staff records regarding PPD’s and training
certification. Train new hires and provide an orientation, to ensure that the staff is clear about their responsibilities.
9. Responsible for physical plant of the facility, which include daily morning walk-throughs of the facility, including but
not limited to fire extinguisher/fire safety/smoke alarm checks, seasonal equipment checks (air conditioners, boilers,
screens etc.), broken furniture, hazards, cleanliness; and noting any needed materials or items. Follow Maintenance
Request Procedures and follow up to secure maintenance and repair services, as needed, as well as ensures that
furnishings are appropriate, sufficient, and in good condition.
10. Manage and arrange admissions and/or discharges and will work closely with intake, program staff, family members,
and agency representatives in effectively coordinating these processes.
11. Ensure that staff are assigned to task, groups, and activities according to the operational procedures.
12. Ensure that program vehicles are maintained and monitor staff to ensure they are following driving procedures
including completing the travel log.
13. Conduct Arrival and Departure Observation to ensure adequate supervision and that all safeguards and plans are
followed and follow the Program Structured Scheduled procedures and ensure the Day Habilitation program is
adequately staffed, based on regulatory ratios; as well as implements and oversee Route Schedules to ensure safety
and organization.
14. Observes programming and mealtimes to ensure that individuals safeguards are followed, and the individuals are safe
at all times according to their protective oversight plans and other plans.
15. Review all food requisitions and maintain inventory. Ensure all food noted on the menu is available for the individual
in accordance with diet restrictions or prescribed diet according to their documented safeguards.
16. Utilizes effective professional and empathetic interpersonal skills when counseling, supporting or negotiating to
handle sensitive issues with families, staff and outside agencies.

17. Monitors and ensures that activities, both inside and outside of the Day Support, comply with State and Federal
regulations and Agency and Program specific policies and procedures. Ensure policies and procedures are followed
with training and observation.
18. Directly supervises staff and management support staff in planning and coordinating services designed to: teach
individuals life skills necessary to establish and maintain their independence and increase individuals’ participation in
social and community-based activities, increase individuals’ range of socially appropriate behaviors and habits to
increase acceptance and integration in the community at large and assist individuals in maintaining health and safety
skills.
19. Ensures requests and secure maintenance and repair services, as needed, as well as ensures that furnishings are
appropriate, sufficient, and in good condition.
20. Evaluates the performance of Group Leaders and Direct Support Professionals, provides training and foster team
building and positive productive work relationships on site and the staff’s performance in addition to the
understanding and implementation of the Direct Support Professional Core Competencies.
21. Assess, review, and keep records of all individuals to ensure accuracy, compliance, and quality services.
22. Conduct monthly staff meeting as needed with Management, Support Staff and Direct Support Professionals to ensure
that relevant agency information is delivered to necessary staff. Assess and ensure the developmental of team
productivity, allocates resources and staff.
23. Attends and participates in required meetings, staff development and training programs, services meeting and agency
wide management meeting.
24. Establish procedure and protocol for the integration of special services in the Day Habilitation program and consult
and collaborate issues impacting the facility with team supervisors and others.
25. Schedule fire drills and emergency evacuation drills individuals, monitor their progress regarding safety and maintain
records and ensure completion and proper documentation of drills.
26. Work collaboratively with IDT team and provide effective communication to ensure adequate continuity of care and
review all Interdisciplinary Team summaries/ reports and recommendations to ensure implementation and follow up.
27. Responsible for maintaining and keeping the Stipend Records and Agreements in compliance and ensuring the
Stipend Request procedures are followed in an orderly fashion.
28. Coordinate with the Client Coordinator and Program Management Staff and maintain all individuals’ day plans and
update each plan as needed and developing goals for the individuals, monitors individuals progress and safety, and
review such progress on a daily basis; documents all outcomes and make appropriate recommendations and relays
relevant information to the IDT team and departments on a daily basis.
29. Covers the duties of leadership roles in the event of a vacant position or leave time.
30. Performs all other duties assigned.

QUALIFICATIONS:
Required:
● Associates Degree in the Human Service-related field (or equivalent credits), with six years’ work experience in
the OPWDD and serving the intellectually developmentally disabled population and at least three years in a
supervisory role, or;
● High School Diploma/GED with ten years’ work experience in the OPWDD and serving the intellectually
developmentally disabled population and at least five years in a supervisory role, and;
● Must be experienced in handling confidential information in the strictest manner, can multi-task and analyze
problems and determine corrective measures. Self-starter, takes initiative and goal-oriented professional with the
ability to work independently in an organized manner and be an effective part of a team, in a fast-paced
environment with the ability to effectively collaborate with others. Evidence of ability to prioritize, manage and
complete task and projects with tight deadlines and;

● Successful completion of delegated and assigned trainings determined by agency and supervisor which may
include SCIP, AMAP, and CPR/First Aid certifications and familiarity with OPWDD regulations. Obtain a valid,
unrestricted NYS Driver’s License in accordance with Agency Standards.
Preferred:
● Obtain previous noted requirements and;
● Bachelor’s Degree in the Human Service-related field, with five years’ work experience in the OPWDD and
serving the intellectually developmentally disabled population and at least 2 years in a supervisory role.