POSITION SUMMARY

The Program Administration Officer (PAO) provides strategic leadership to ensure the full implementation and enforcement of CSAAC’s Service Documentation Policy. The role is responsible for improving documentation practices across CSAAC’s Residential, Vocational Day, and Educational programs to protect funding, ensure regulatory compliance, and enhance operational quality. One major area of responsibility is accurate and complete submission of all adult Person­Centered Plans to the state agencies.

The PAO office is an extension of the Finance Directorate and reports to the CFO and Controller. The PAO office collaborates with all departments of CSAAC to include Program Directors, Quality Assurance, Finance, Information Systems, HR, and Training departments to achieve documentation excellence and align services provided with services authorized and documented.

QUALIFICATIONS

Education:                   Bachelor’s degree required; Master’s degree preferred in Business Administration, Public Administration, Healthcare Administration, or a related field.

Experience:                  Minimum 7 years of progressive leadership experience in healthcare operations, behavioral health services, or developmental disabilities services. Demonstrated success in improving operational systems, documentation practices, and compliance processes. Familiarity with DDA regulations, COMAR standards, and documentation requirements related to funding approvals.

Skills:                          Must have a deep understanding of documentation requirements related to developmental disabilities, services and funding. Must demonstrate the ability to translate policy into practical operational processes. Must be proficient in identifying and resolving gaps between service authorization, delivery, and documentation. Demonstrates strong leadership and coaching skills to build administrative capacity among program managers. Has excellent communication skills, including the ability to simplify complex regulatory requirements for diverse audiences. Demonstrates high cultural competence, with experience working in a multilingual workforce. Is proficient in using electronic health record systems. CSAAC has their own electronic health records system entitled “CSAAC’s Information Management System (CIMS).” Training will be provided in CIMS, as necessary. Must have advanced skills in Microsoft Office Suite, and be familiar with quality improvement methodologies (Lean, Six Sigma a Plus). Ability to collaborate with technical teams to provide input on system requirements for documentation monitoring tools.

NATURE AND SCOPE

• Coordinate and conduct monthly, quarterly, semi­annual, and annual Person­Centered Plans (PCPs) meetings with Program Directors, Managers, and Staff; Quality Assurance; Finance; Nurses; Psychologists; BCBAs, etc.
• Ensures all PCP packets are 100% complete and accurate, fully supporting the packets prior to submission to state agencies which include Nursing Care Plans; Behavioral Care Plans with objectives data charts, graphs, etc.; Service Notes, Antecedent Behavior Consequence (ABC) data, etc.

• Operationalizes CSAAC’s Service Documentation Policy across all program areas.
• Oversees documentation practices that are critical to funding authorization, regulatory compliance, and operational integrity.
• Develops and maintains monitoring systems to ensure timely, complete, and accurate documentation, including:
  1. Sleep tracking data
  2. Behavioral and ABC documentation
  3. Incident reports
  4. Service notes
  5. Nursing care plan acknowledgments
  6. Medication Administration Records (MARs)
• Partners with Program Directors to support documentation compliance and administrative improvements.
• Identifies and resolves disconnects between authorized services, services delivered, and services documented.
• Develop and implement performance improvement plans for managers with ongoing documentation challenges.
• Leads training and competency initiatives to ensure staff and managers understand:
  1. Authorized vs. delivered services
  2. Documentation requirements and regulatory standards
  3. Effective use of CSAAC’s electronic health record system (CIMS)
• Collaborates with Finance to ensure accurate alignment of documented services with funding requirements.
• Conducts regular audits to evaluate documentation compliance and address deficiencies proactively.
• Prepares reports for executive leadership summarizing compliance trends, risks, and operational progress.
• Contributes to the development of sustainable systems and processes to support long­term compliance and operational excellence.

PREFERRED QUALIFICATIONS

Project Management Professional (PMP) certification with a background in autism services or developmental disabilities preferred. Preferred bilingual capabilities (e.g., Spanish, French, or languages common in CSAAC’s workforce). Experience implementing technology solutions to improve documentation compliance a plus.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls. Specific vision abilities required by this job include close vision.

POSITION SPECIFICATIONS

FLSA Status: Exempt

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Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this position or individuals within this classification. They are not intended to be an exhaustive list of all associated responsibilities, skills, efforts or working conditions. CSAAC reserves the right to change, amend, add, delete and otherwise assign any and all duties, responsibilities and position titles as it deems necessary to meet the needs of the business.