The Coordinator is responsible for the day-to-day supervision and operational oversight of the Day Support Program. This role ensures that the program is appropriately staffed, and that all billing information and required documentation are completed accurately and submitted in a timely manner. The Coordinator provides direct training and guidance to Direct Support Professionals (DSPs) and conducts routine supervision to ensure consistent delivery of high-quality services. The position requires availability to respond to program needs or emergencies on a 24-hour on-call basis. Additionally, the Coordinator evaluates program effectiveness and makes ongoing recommendations to the Director regarding the evolving needs of individuals served, staffing patterns, and program development to ensure services remain responsive and person-centered.
This position requires comprehensive knowledge of confidentiality standards and records of security, including compliance with the Health Insurance Portability and Accountability Act (HIPAA). The role also requires familiarity with Commonwealth Coordinated Care Plus (CCC Plus), Root Cause Analysis (RCA), Quality Improvement Plans (QIP), Department of Labor regulations, Occupational Safety and Health Administration (OSHA) standards, and Medicaid Waiver and Home and Community-Based Services (HCBS) regulations. The Coordinator must demonstrate knowledge of the regulations and standards set forth by the Virginia Department of Behavioral Health and Developmental Services (DBHDS) and the Office of Human Rights (OHR). The position also requires knowledge of individualized program development, implementation, and evaluation techniques for individuals with disabilities. Strong personnel management, supervisory, and staff evaluation skills are required, along with the ability to effectively manage public relations and maintain clear and professional oral and written communication. The role requires practical experience in behavioral support strategies, individualized outcome planning for special populations, protection of individual rights, the application and evaluation of assessment tools, and medication management procedures. Experience working with a diverse population of individuals with intellectual and developmental disabilities is essential.
SUPERVISION
The Coordinator directly supervises Direct Support Professionals (DSPs), providing guidance, oversight, and performance management to ensure the delivery of high-quality services. This position reports directly to the Director, who provides overall supervision, direction, and evaluation of the Coordinator’s performance. The Coordinator is responsible for addressing staff performance concerns, implementing corrective actions, and ensuring accountability in service delivery.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Directly supervise support staff and provide ongoing coaching, guidance, and performance management
- Provide required monthly supervision and QA checks of support staff, ensuring documentation accuracy and service quality
- Identify staff training needs and support ongoing professional development to enhance service delivery
- Monitor documentation (MARs, physician orders, service notes, behavioral data, etc.) for accuracy, compliance, and completeness, and implement corrective actions as needed
- Conduct weekly meetings with support professionals (virtual or in person)
- Complete and monitor staff schedules, ensuring adequate staffing at all times, including coverage for call-offs and emergencies
- Review Individualized Service Plans (ISPs) with staff and ensure services are implemented in a person-centered manner aligned with individual goals and preferences
- Monitor, document, and evaluate each individual’s progress toward ISP outcomes
- Prepare clear, accurate, and timely written reviews reflecting progress, regression, and identified needs
- Analyze data and trends to assess program effectiveness and improve service outcomes
- Identify changes in behavior, skill development, or health status and communicate concerns promptly
- Collaborate with interdisciplinary team members to ensure coordinated, person-centered care
- Provide recommendations for modifications to ISPs based on individual progress or changing needs
- Ensure all documentation complies with DBHDS, Medicaid Waiver, and HCBS regulations
- Monitor health and safety concerns and ensure appropriate follow-up actions are completed
- Respond to incidents and ensure timely completion of reports, including participation in follow-up actions such as Root Cause Analysis (RCA) when applicable
- Ensure staff are trained in emergency procedures and that all safety protocols are followed
- Monitor communication between staff, families, guardians, and team members and serve as a liaison when needed
- Ensure confidentiality and security of all individual records in compliance with HIPAA
- Ensure adherence to all Circle of Friends policies, procedures, and standards of conduct
- Maintain knowledge of current ID/DD and mental health practices through ongoing training and professional development
- Make ongoing recommendations to the Director regarding program improvements, staffing, and individual needs
- Other duties as assigned to support program operations, compliance, and quality care
QUALIFICATIONS
- Bachelor’s degree in Special Education or a related human services field required; a minimum of three (3) years of experience working with individuals with intellectual and developmental disabilities (ID/DD) and/or mental health (MH) needs preferred. An equivalent combination of education, training, and relevant experience may be considered
- Valid driver’s license with an acceptable driving record
- Reliable personal vehicle with current automobile insurance coverage
- Satisfactory Criminal Background Check in accordance with applicable state regulations
KNOWLEDGE OF
- Community Waiver Manual
- Behavior management techniques (gentle teaching, proactive training, TOVA, or similar training, positive/negative reinforcement, shaping, DRO, DRI, response cost, etc.)
- Individualized Support Plans
- Checklist of Adaptive Living Skills (CALS) and Inventory of Client and Agency Planning (ICAP) assessments, Falls Risk assessment
- ID Staff Orientation Workbook Training
- DBHDS, Department of Human Rights, Office of Licensure, Policy and Procedures
- Human Rights Plans and Local Human Rights Committee (LHRC)
- Medicaid Waiver services, Department of Labor regulations, OSHA, Community Services Boards Support Coordinator Services, HIPAA, etc
- Human Resource Management
- Intellectual Disabilities, associated handicapping conditions, and medical aspects of special populations
- Mental Health concerns with adolescents, and adults
- Program Management
- Medications and safe procedures for their storage
- Risk Management Plan
- Root Cause Analysis- Incident reporting and Root Cause Analysis processes
- Exposure Control
- Emergency preparedness and response procedures
SKILLS IN
- Managing support staff in an Intellectual Disabilities (ID) program setting
- Supervising persons with a wide variety of disabilities associated with intellectual disabilities and mental health concerns
- Written, oral, and interpersonal communication
- Implementing Individualized Service Plans and behavioral intervention plans
- Program operations
- Staff evaluation techniques
- Maintaining up-to-date records and reports
- Crisis management and problem-solving
- Staff coaching and performance improvement
ABILITY TO
- Interpret and train staff concerning outcomes, service objectives, task analyses, and behavioral intervention techniques
- Maintain confidentiality, as warranted
- Communicate effectively, both orally and in writing, with staff, individuals, their families, and other professionals and paraprofessionals
- Effectively supervise staff and individuals
- Coordinate program operations with outside agencies and organizations
- Maintain professional ethical standards
- Demonstrate initiative
- Attend and satisfactorily complete all required training in areas such as first aid, CPR, medication management, Intellectual Disabilities Staff Orientation Workbook, behavioral management, etc.
HOURS: 40 HOURS PER WEEK
