Adult Foster Care And Family Caregiver Support Program Coordinator

Job Title:Program Coordinator

Business Unit: Administration

Department: Adult FosterCare and Family Caregiver Support

Reports To: AFC Program Manager

FLSA: Non-exempt

Classification: Full-time (35 Hours)

Grade: 8

JOB DESCRIPTION:

Summary/Overview

Provide administrative support for the Boston Senior Home Care's Adult Foster Care Program (AFC) and Family Caregiver Support Program (FCSP). Ensure efficient operation of both programs by providing support to the Program Managers and team members. Maintain office systems and ensure that these systems along with program policies and practices are administered effectively and make changes, as needed, to ensure the smooth operation of the program. Perform various administrative functions including processing referrals and preparing monthly statistical and other reports, as needed. Communicate effectively with internal and external contacts.

This position requires the ability to multitask, prioritize and manage complex projects with accuracy and attention to detail. The Program Coordinator is responsible for working collaboratively within the AFC and FCS program in a professional manner.

Essential Responsibilities:

Essential Job functions: Duties ___1____ through __25_____are designated as ADA Essential Functions and must be performed in this job. All other job duties are secondary functions.

1. Entering all new consumers into AFC into SAMs database on a daily basis as well as creating unique folders for each consumer within the BSHC shared drive including Mass Health required documents
2. Creating AFC and FCS Intake kits and Welcome kits as needed.
3. Maintain AFC and FCS policy and procedure manuals and familiarity with all BSHC program and their policies
4. Works with BSHC fiscal department to coordinate monthly billing and statistical data necessary to bill Mass Health
5. Assists the PMs in running reports and analyze on a daily or weekly basis to capture new referrals from Boston Elder Info (BEI) and internal referrals from case managers
6. Coordinate the flow of the AFC and FCS referrals from start to finish including but not limited to obtaining Physician authorizations, assigning initial/annual evaluations to RN, making referrals, and uploading to the Mass Health Prior Authorization Unit
7. Produce monthly and as needed tracking reports including but not limited to FST visits, PA due dates, active consumers, etc.
8. Maintain, coordinate, prepare Title III information to be submitted to Age Strong.
9. Track progress of consumer through the application process via reporting mechanisms
10. Maintain the physical files for AFC consumers
11. Oversee day-to-day administrative operations in an efficient and effective manner and provide ongoing, and as needed, administrative support to Program Managers and team members
12. Follow up with the Program Managers regarding the status of projects and information gathering and ensure deadlines are met
13. Maintain Administrative Procedures Desk Manual, and update, as needed, to ensure the smooth and efficient operation of the program
14. Maintain updated AFC policy and procedure manuals and be familiar with CARF, MassHealth, EOEA, and BSHC policy and procedures
15. Prepare and submit required daily, weekly, and monthly reports
16. Answer and screen telephone calls, and provide assistance to callers
17. Organize and maintain the AFC forms cabinet
18. Type documents and proofread letters and memos before mailing, including outreach letters
19. Make appropriate decisions independently and maintain confidentiality when required
20. Coordinate, order, and maintain outreach materials, forms, and supplies
21. Prepare desk for new team members
22. Coordinate and attend team meetings, prepare meeting agendas, and maintain meeting minutes
23. Participate in collecting, preparing and summarizing information for management and MassHealth
24. Organize and keep resource information current
25. Assist with internal audits such as reviewing and tracking records
26. Perform other duties as assigned by the Program Manager

Competencies:

• The ability to maintain client, team members and program confidentiality.
• Strong administrative skills and knowledge of office procedures and equipment.
• Must be proficient in computerized business applications including Microsoft Office Programs such as Word, Excel and Outlook.
• Excellent internal and external customer service.
• Superior written and oral communication, organizational and time management skills and attention to detail.
• Ability to work both autonomously and a member of an interdisciplinary team.

Supervisory Responsibility:

This position does not have supervisory responsibilities.

Work Environment:

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• The employee must be able to carry a 10 to 15 pound load
• The employee is regularly required to talk or hear.
• The employee is required to stand, walk, use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work:

This is a full time position. Days and hours of work are Monday through Friday 9:00 a.m. to 5 p.m

Travel:

This position is not required up to travel.

Required Education and Experience:

• Associate degree in business administrative or four years equivalent experience in a mid-to high level support position preferred.

Additional Eligibility Qualifications:

None required for this position

Work Authorization/Security Clearance

Must clear CORI background check

AAP/EEO Statement

Equal Employment Opportunity/Affirmative Action/Male/Female/Veteran/Disabled Boston Senior Home Care affirms and supports diversity and inclusion in our workforce and recognizes all EEOC Factors.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.