Program Coordinator

JOB DESCRIPTION: Responsible for overseeing the daily operations, compliance, and effectiveness of the program, ensuring that underserved women receive essential preventative healthcare services. This role involves coordinating with interdisciplinary teams, managing staff and logistics, and ensuring adherence to all regulatory and funding requirements.

SUPERVISION: Directly supervised by the Director of Nursing.

TYPICAL PHYSICAL DEMANDS: Requires prolonged periods of sitting, standing, bending, stooping, kneeling, and walking. Must be able to lift, push, or move up to 25 pounds, including medical supplies, equipment, and outreach materials. Requires the ability to adjust to different working environments, including clinics, community centers, and outdoor health events.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Program Compliance & Reporting:

• Ensure program adherence to local, state, and federal regulations, accreditation standards, and funding requirements.
• Oversee data collection, entry, and auditing for compliance with Health and Human Services (HHS) and Center reporting requirements.
• Maintain accurate records of patient encounters, services provided, and follow-ups for reporting and billing purposes.
• Assists with the preparation of reports to funding agencies, leadership, and regulatory bodies.
• Assist in the preparation of grant applications and funding renewals by providing data and program insights.
• Ensure proper documentation of patient eligibility, screenings, and services rendered to prevent funding discrepancies.
• Coordinate with internal teams to implement corrective action plans in response to audits or compliance issues.
• Participate in training sessions and webinars related to compliance, reporting, and regulatory updates.
• Participates in Compliance, Performance Improvement/Risk Management activities.
• Performs other duties as assigned.

Staffing & Operations Management:

• Oversee the scheduling of mobile unit personnel, ensuring adequate staffing and efficient workflow.
• Ensure all new employees receive comprehensive orientation on mobile unit operations, program protocols, and compliance requirements.
• Attends webinars and meetings as required.
• Conduct competency assessments and annual evaluations for medical support staff, ensuring they meet professional standards.
• Work with the Director of Nursing to address personnel issues, including performance improvement plans when necessary.
• Maintain inventory of medical supplies, equipment, and medications, ensuring proper stock levels and compliance with safety regulations.
• Assist in budget planning and resource allocation to optimize program efficiency and cost-effectiveness.
• Coordinate vehicle maintenance and logistical needs to ensure the mobile unit is fully operational and compliant with safety standards.
• Foster a positive and collaborative work environment, promoting team engagement and professional development.
• Performs other duties as assigned.

Patient Care & Community Engagement:

• Administers medications, immunizations, and treatment and observes individuals for unusual symptoms and reactions.
• Conducts physical assessments of individual health needs and implements appropriate action.
• Implements and monitors case management service plans.
• Instructs and assists individuals in meeting their health care needs.
• Prepares, maintains, and reviews individual records and individual assessments. May participate in quality assurance reviews.
• Incorporates standards of practice, clinical practice protocols, etc. into practice in order to maximize clinical effectiveness.
• Ensure timely follow-up of abnormal test results by coordinating with providers and adhering to Center policies and procedures.
• Address patient complaints and concerns in a professional, courteous, and timely manner, escalating as needed.
• Provide education and resources on women's preventative health services, empowering patients with knowledge about their healthcare options.
• Coordinate with community organizations, clinics, and social services to connect patients with additional resources.
• Assist in conducting health screenings, obtaining medical histories, and verifying eligibility for services.
• Develop and distribute educational materials to promote preventative healthcare and increase program awareness.
• Organize and participate in community health events, outreach programs, and health fairs to expand service reach.
• Implement and monitor quality improvement initiatives to enhance patient care and program effectiveness.
• Ensure culturally competent care, addressing language barriers and diverse patient needs.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• Graduate from a State approved School of Vocational Nursing.
• Active and unrestricted Texas license as a Licensed Vocational Nurse.
• Must be currently CPR certified.
• At least two years of supervisory experience.
• 2-3 years of experience in healthcare program coordination or public health initiatives.
• Comfortable working in mobile healthcare settings and participating in community outreach events.
• Bilingual in English and Spanish preferred.
• Valid Texas Driver's License and minimum liability insurance.
• Must be able to travel and drive within Webb, Zapata and Jim Hogg counties.

SKILLS AND ABILITIES:

• Ability to work autonomously while effectively coordinating with interdisciplinary teams.
• Ability to collect, interpret, and analyze data to improve program operations and patient outcomes.
• Demonstrates professionalism in interactions, accurately representing the Center's mission.
• Ability to convey verbal and written instructions clearly and professionally to patients, staff, and community partners.
• Maintains strict adherence to HIPAA regulations and ensures the privacy and security of patient information.
• Willingness to work non-traditional hours, including evenings or weekends, as needed for community outreach or mobile unit operations.
• Ability to manage multiple tasks efficiently, ensuring accurate reporting, scheduling, and compliance with program requirements.