Job description

Title: Program Coordinator

Location: San Jose, CA/ Citrus Heights, CA/Modesto, CA

Overview
This position manages a sex offender specific caseload with the Containment Approach, working closely with probation, parole, and correction agents. An ideal candidate will ensure timely intakes of clients, clinician assignments, schedule management, attendance, accurate and timely dissemination of documentation, billing, invoicing and payroll information. The Program Coordinator is an operations position focusing on daily administrative and operational tasks, customer service and contract compliance. This position is the “face” of CPC in the field and must maintain a professional and positive attitude at all times.

Minimum Qualifications

1. Bachelors degree in business, criminal justice or related field of study;

2. Excellent communication and organization skills;

3. Ability to work professionally with the management team and maintain positive attitude;

4. Ability to work under pressure and multi-task; time management skills;

5. Willingness to learn about sexual crimes, methods of rehabilitation, best practices in the

field and sex offender registry laws;

6. Skills to consistently and respectfully communicate to operations management;

7. Ability to conduct effective interviews with hostile or reluctant individuals;

8. Ability to prepare accurate records and reports and to make clear and pertinent statements;

9. Skills to maintain professional team-oriented working relationships with other employees,

offenders, outside agencies and the general public;

10. Ability to work and meet job responsibilities with minimal direction and supervision.

Duties

Administrative/Scheduling

1. Maintain a client activity roster with all client activity in specified jurisdiction, submit monthly (15th of each month); Use this master roster for all containment meetings and keep A+ IMS updated accordingly.

2. Submit accurate payroll information (fully reconciled IMS billing by 10th of month), AND pay adjustments, assessments, containment meetings, case management entered during the month to Western Division Office by the 3rd of the month for employees, to include the Monthly Documentation Collection/Pay Summary and check for unsubmitted bills;

3. Prepare and submit invoices by the 10th as assigned;

4. Submit client monthly reports in A+ IMS and delete reports for clients not in program;

5. Review client quarterly reports for completion in A+ IMS and ensure their timely dissemination to probation/parole/correction agents;

6. Utilize documentation/deliverable/assessment trackers available to ensure various contract requirements and deadlines are met;

7. Schedule intakes for new clients in your jurisdiction ensuring clinicians receive all case information on the client (contact clients within 24 hours);

8. Schedule regular polygraph examinations and other assessments needed for each client; Follow current Polygraph Scheduling and Containment protocol;

9. Schedule Containment Team Meetings (CTMs) and provide minutes to Manager on each meeting as requested; Complete CTM documentation per current policy; Submit CTM schedule to Manager as requested;

10. Ensure all treatment groups in your jurisdiction adhere to CPC’s clinician/client ratio of 1:9 (90 minutes) and are appropriately scheduled, assist clinical staff with arranging for substitutions when necessary, increasing groups and/or assisting management in recruiting new clinicians where appropriate;

11. Work with your Operations management team to ensure contract compliance; including documentation deadlines, staffing, scheduling and office management;

12. Consistently participate in internal Quality Assurance activities; including internal case file audits, solid audit preparation following CPC’s external audit procedures and working as a team with your manager and Clinical Supervisors to support clinicians and quality programming;

13. Assist Western Division Office in maintaining updated license/certification information for personnel files;

14. Utilize CPC’s current system (A+ IMS) to maintain client database by entering referrals and terminations immediately and accurately, complete billing and invoicing and assign/disseminate treatment documentation;

15. Complete assigned entries into ARMS for CDCR programs in a timely manner;

16. Maintain treatment case files on all active and inactive clients on SharePoint; Federal files may also need to be maintained in 6 part hard copy file according to policy;

17. Update group schedule spreadsheet, Staff phone list, Criminal Justice contact list monthly and submit to management team; Submit documentation trackers as requested;

18. Keep daily case management log of communications and activities, daily contacts;

19. Assist in training new clinical staff on Operational/Administrative training topics utilizing the New Clinician training checklist as a guide for completion and documentation for employee file;

20. Assist with zoning, fire inspections and keeping up to date business licenses;

Communication and Networking

21. Brief Manager on operations via regularly scheduled team meetings and completion of the team meeting agenda (due by 3PM the day before meeting to Manager);

22. Work with all Containment Team Members to facilitate communication of all case management information on a regular basis (outside of formal CTM);

23. Ensure Clinicians are notifying agents of client absences via email; assist clinicians in communication with other team members when necessary; contact each clinician after group sessions for update;

24. Provide excellent customer service to our criminal justice partners; Maintain close ties with probation/parole/correctional staff in your jurisdiction to ensure their needs are met through regular field office visits, a minimum of two contacts per month each;

25. Participate in monthly Operations Meetings scheduled by management team to discuss agency updates, policies and procedures and to share ideas and best practices with the Divisional team;

26. Assist in marketing CPC programming in your jurisdiction ensuring an annual increase in clients by a minimum of 15%; including developing county and regional center programming throughout the region;

27. Communicate daily with Manager and a minimum of weekly with your area’s Clinical Supervisors;

28. Assist management team in planning meetings and trainings with clinicians in your assigned jurisdiction to disseminate important agency information as well as provide specialized training for clinicians;

29. Some travel and other related duties as assigned by Operations Management and/or President;

Job Type: Full-time

Pay: From $64,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Enforcing all State of CA and CDC guidelines.

Education:

• Bachelor's (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: Multiple Locations

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