PROGRAM COORDINATOR

Job Description

The Program Coordinator is responsible for the overall management and daily operation of assigned residential programs serving individuals with intellectual and developmental disabilities. This position provides leadership, supervision, and support to residential staff while ensuring high-quality services, regulatory compliance, and person-centered care. The Program Coordinator works collaboratively with individuals served, families, guardians, support coordinators, healthcare providers, and interdisciplinary team members to promote independence, dignity, community inclusion, health, safety, and quality of life.

The Program Coordinator is responsible for ensuring that residential services are delivered in accordance with agency policies, state and federal regulations, licensing requirements, and best practices in developmental disability services.

RESPONSIBILITIES OF THE JOB AND ESSENTIAL ELEMENTS

Direct Duties

Program Operations

• Oversees the daily operation and management of assigned residential programs.
• Ensures adequate staffing levels are maintained to meet resident needs and regulatory requirements.
• Maintains a safe, healthy, and supportive home environment.
• Ensures individuals served are treated with dignity, respect, and free from abuse, neglect, exploitation, and mistreatment.
• Promotes a family-home atmosphere that encourages growth, independence, and positive relationships.
• Ensures all services are delivered in accordance with agency policies, procedures, and regulatory requirements.
• Participates in the development and implementation of agency policies and procedures.
• Attends meetings and activities required to support quality program operations.

Staff Supervision & Leadership

• Supervises Assistant Program Coordinators, Lead Staff, and Direct Support Professionals.
• Provides ongoing coaching, mentoring, supervision, and performance feedback.
• Conducts staff training, orientation, and professional development activities.
• Coordinates and monitors staff schedules to ensure appropriate coverage.
• Arranges staffing coverage for vacancies, call-offs, and emergency situations.
• Monitors staff compliance with attendance and timekeeping requirements.
• Reviews incident reports, shift reports, and documentation for accuracy and follow-up.
• Conducts regular staff meetings and promotes effective communication among team members.
• Implements progressive discipline and performance improvement activities in collaboration with Residential Leadership.
• Promotes a positive, professional, and team-oriented work environment.

Resident Care & Services

• Ensures person-centered services that foster dignity, choice, self-determination, and independence.
• Monitors implementation of Support Plans, Implementation Plans, and Behavior Support Plans.
• Ensures compliance with the Bill of Rights for Individuals with Developmental Disabilities.
• Coordinates medical, dental, therapeutic, and behavioral health appointments.
• Assists with assessment activities, support planning, and goal development.
• Participates in Support Plan, Implementation Plan (IP), annual review, and monthly review meetings.
• Supports implementation of behavioral and skill acquisition programs.
• Monitors progress toward individual outcomes and goals.
• Coordinates supports between residential programs, schools, day programs, employers, and community providers.
• Maintains communication with families, guardians, support coordinators, and external stakeholders.
• Ensures transportation services are available and provided safely.
• Monitors medication administration and Medication Administration Records (MARs).
• Oversees resident health, wellness, and safety and communicates healthcare concerns to nursing staff and healthcare providers.

Documentation & Compliance Responsibilities

• Maintains required residential, program, financial, and individual records.
• Audits documentation to ensure compliance with agency, state, and federal requirements.
• Assists with internal audits, licensing reviews, and quality assurance activities.
• Maintains documentation related to consumer funds and expenditures.
• Ensures accurate completion and maintenance of records relating to services, incidents, healthcare, finances, and regulatory requirements.
• Assists in monitoring program budgets and financial expenditures.
• Maintains compliance with Department of Children and Families (DCF), Agency for Persons with Disabilities (APD), and other licensing requirements.
• Ensures compliance with health, safety, fire, and environmental standards.

Other Responsibilities

• Serves as liaison between individuals served, family members, guardians, support coordinators, healthcare providers, employers, day programs, educators, and community agencies.
• Promotes community integration and natural supports.
• Participates in public relations and community engagement efforts.
• Assists with budget development and budget management.
• Maintains inventory and oversees purchasing of household supplies and groceries.
• Ensures smooth operation of the residence through ongoing availability and leadership.
• Provides on-call support, emergency response, and crisis management as required.
• Supports implementation of continuous quality improvement initiatives.
• Performs other duties as assigned by management.

ADHERE TO AND FOLLOW

• The By-Laws of the Corporation and as set forth in the Articles of Incorporation.

Job Qualifications

Education and Experience

Preferred Qualifications

• Bachelor’s Degree in Human Services, Social Work, Psychology, Special Education, Healthcare Administration, or a related field.
• Minimum one (1) year of supervisory experience in a community residential or group home setting.

Minimum Qualifications

• High School Diploma or GED required.
• Minimum one (1) year experience supporting individuals with developmental disabilities.
• Minimum one (1) year supervisory experience.
• Experience in residential services, program operations, or developmental disability services preferred.
• Experience with budgeting and financial management preferred.

Licenses & Certifications

• Current First Aid and CPR Certification required.
• Professional Crisis Management (PCM) Certification required.
• Valid Florida Driver's License with acceptable driving record.
• Ability to meet Department of Children and Families (DCF) and other regulatory background screening requirements.

Required Skills

• Strong leadership and supervisory skills.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to prioritize multiple projects and responsibilities simultaneously.
• Ability to work independently with minimal supervision.
• Knowledge of developmental disabilities services and residential care practices.
• Knowledge of licensing, regulatory, and accreditation standards.
• Strong problem-solving and decision-making abilities.
• Ability to effectively supervise, coach, and develop staff.
• Intermediate computer skills, including Microsoft Outlook, Word, and Excel.
• Ability to maintain professionalism and sound judgment in challenging situations.

Job Competencies

Leadership & Staff Development

Provides effective supervision, coaching, mentoring, and performance management.

Program Management

Oversees residential operations to ensure quality services and regulatory compliance.

Person-Centered Services

Promotes dignity, independence, choice, and community inclusion.

Communication

Communicates effectively with individuals served, families, staff, providers, and stakeholders.

Behavioral & Service Plan Oversight

Ensures consistency in implementation of individualized support and behavior plans.

Quality Assurance & Compliance

Maintains compliance with agency, licensing, funding, and regulatory requirements.

Financial Stewardship

Assists with budget management, resource utilization, and fiscal accountability.

Problem Solving & Critical Thinking

Identifies concerns and implements timely and effective solutions.

Collaboration & Teamwork

Builds positive relationships and collaborates effectively with internal and external partners.

Professionalism & Ethics

Demonstrates integrity, accountability, and ethical decision-making.

Network Functions

Vehicle Requirements

• Valid Florida Driver’s License with acceptable driving record.
• Reliable transportation.
• Ability to operate agency vehicles when required.

Equipment/Machines

Equipment Operations

• Telephone
• Cellular phone
• Computer
• Copier
• Fax machine
• Calculator
• Agency vehicles

Computer Software Applications

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Electronic Health Record and Documentation Systems
• Scheduling and Timekeeping Systems
• Agency-specific software applications

Physical Demands

Physical Requirements

• Ability to stand, walk, sit, bend, kneel, stoop, crouch, reach, and climb stairs throughout the workday.
• Ability to assist individuals during emergencies and crisis situations.
• Ability to independently rise from kneeling positions without utilizing individuals served for support.
• Ability to perform First Aid, CPR, and crisis intervention techniques.
• Ability to supervise activities in residential and community settings.
• Ability to respond quickly to emergency situations.

Lifting Requirements

• Ability to lift, transfer, push, pull, and move up to 50 pounds or more as required.

Working Conditions

• Residential group home settings.
• Community environments.
• Medical, educational, recreational, employment, and community-based locations.
• Indoor and outdoor environments.
• On-call, evening, weekend, and holiday responsibilities as required.

ACCIDENT, HEALTH HAZARD AND SECURITY KNOWLEDGE

• Bloodborne Pathogens
• Right-To-Know
• HIPAA
• Security Procedures
• Fire and Safety Regulations
• Emergency Preparedness Procedures
• Professional Crisis Management Techniques

General Requirements

• Maintain and abide by OSHA requirements and guidelines.
• Observe all Fire and Safety Policies and Procedures.
• Observe all Personnel Policies and Procedures.
• Observe all Agency Policies and Procedures.
• Observe all HIPAA Policies and Procedures and maintain confidentiality.
• Attend all required trainings, meetings, certifications, and professional development activities.
• Maintain a professional demeanor and exercise sound judgment at all times.
• Documents time worked accurately.
• Promote a positive and supportive culture for individuals served and employees.

Drug-Free Workplace Statement

Apis Services maintains a drug-free workplace. As a general policy, pre-employment drug testing is not required unless mandated by affiliate, state, licensing, regulatory, contractual, or funding requirements. Background screenings, fingerprinting, abuse registry reviews, and other clearances may be required in accordance with applicable regulations.

The statements on these pages reflect the general duties considered necessary to describe the principal functions of the job as identified. These statements shall not be considered a detailed description of all work requirements that may be inherent in the position. We rely on good judgment, common sense, professionalism, and teamwork.

From time to time, employees may be requested to perform other duties essential to the effective operation of the program. Appropriate training will be provided when necessary.

Schedule Flexibility

Please note that work schedules are subject to change based on business needs. Flexibility in working hours, including evenings, weekends, holidays, emergency response coverage, and work locations may be required.

The more you know and the more areas in which you can work within the organization will add value to you as a professional and contribute to the continued success of Inperium, Inc. & Family of Services.

About Company

Apis Services, Inc. (a wholly owned subsidiary of Inperium, Inc.) provides a progressive platform for delivering Shared Services to Inperium and its constellation of affiliate companies. Apis Services and its affiliates provide equal employment opportunities to all employees and applicants in compliance with federal, state, and local laws and regulations. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, genetic information, marital status, pregnancy, veteran status, or any other protected status under applicable law. This commitment extends to every phase of employment, including recruitment, hiring, compensation, benefits, promotion, training, and termination.