What are the responsibilities and job description for the Program Coordinator position at DESC (Downtown Emergency Service Center)?

Description

All candidates should make sure to read the following job description and information carefully before applying.

Days Off : Saturday, Sunday

Shift : Office Day (9 : 00am - 5 : 00pm)

Insurance Benefits : Medical (no premiums / payroll deductions for employee coverage), Dental, Life, Long-term Disability

Other Benefits : Employee Assistance Program (EAP), Flexible Spending Account (FSA), ORCA card subsidy, Paid Time Off (34 days per year), Retirement Plan

About DESC :

DESC (Downtown Emergency Service Center) is a nonprofit organization working to help people with the complex needs of homelessness, substance use disorders, and serious mental illness achieve their highest potential for health and well-being through comprehensive services, treatment, and housing. Our vision is a community where no person is abandoned, ignored, or experiencing homelessness.

As the region's leading provider of services to multiply disabled adults who have experienced chronic homelessness, DESC serves almost 3,000 people each day. Our integrated service model is designed to help people secure and maintain appropriate, safe, and affordable housing. DESC is recognized nationally and regionally as an innovator in developing solutions to homelessness.

JOB DEFINITION :

The Mobile Response Program Coordinator assists the Sr. Program Manager of the Mobile Rapid Response Crisis Team (“MRRCT”) in the day-to-day integrated operations of DESC’s MRRCT program. This program provides services 24 hours a day, 7 days a week for individuals experiencing a behavioral health crisis and post-crisis case management follow up. The Program Coordinator will provide a spectrum of administrative and clinical coordination across two different offices in Seattle, as well as other locations where MRRCT outreach staff may be stationed. As part of the MRRCT leadership team, the Program Coordinator will help cover any administrative duties, oversee daily operations when needed, and assist program management to help relieve administrative burden with hiring, resource procurement, and assisting with special projects.

This position is responsible for working in coordination with MRRCT staff and other DESC departments to manage key systems and ensure ongoing compliance with relevant contract and procedure requirements, and all local, state and federal laws. The MRRCT Program Coordinator serves as a communication hub between staff, participants, and outside parties, providing general administrative and office support and maintaining programmatic documents. Successful candidates must be proactive, detail-oriented, and willing to work in-person in an environment where staff availability, participant needs, and tasks required are often changing.

MAJOR DUTIES AND RESPONSIBILITIES :

Program Coordination :

Coordinate day-to-day operations of the Mobile Rapid Response Crisis Teams at multiple locations, including staff deployment, agency vehicles, supply needs, and program quality assurance. Must be willing to travel to other locations within the City of Seattle.
Assist staff in the field to coordinate services, troubleshoot issues, and ensure tasks are completed through prompt and clear communication.
Collect data and prepare drafts of monthly, quarterly, and as-needed reports and assist other members of the leadership team in creating, completing and interpreting reports.
Create, update, and maintain various tracking sheets, resource lists, program manuals, staff schedules, agency forms, blank charts, and other information management tools to assist with day-to-day operations.
Openly communicate and work collaboratively with other DESC programs and leadership teams to enhance program coordination and clinical integration.
Facilitate and develop new employee training and shadowing schedules, assist with training around documentation and other areas as needed.
Identify and assist in the development of new workflows that can support or enhance crisis delivery services.
Support MRRCT leaderships with a wide range of other activities including working with confidential medical & personnel information, files, and reports.
Other duties as assigned.

Administrative Functions :

Attend daily team meetings and participate fully as a member of the team, take notes and send follow-up emails with assigned tasks and other pertinent information.

Assist Managers and Supervisors in maintaining an up-to-date scheduling system incorporating new hires, on-calls, and full-time staff.

Track client resources and office supplies, reprocuring supplies when appropriate.

Ensure cleanliness and orderliness of MRRCT Central and North offices.

Coordinate vehicle scheduling, maintenance and cleanliness.

Manage systems related to facility maintenance, security supplies, and other operations.

Provide administrative and operational coordination for developing initiatives and special projects.

Provide administrative support for sensitive and confidential personnel issues including hiring, investigations, disciplinary actions, ending of employment, and staff leaves of absence as directed.

Attend, participate, and take notes in community meetings, leadership meetings, agency sponsored trainings, and all-staff meetings as requested by Senior Program Manager and Program Manager.

Comply with all agency policies and procedures, Medicaid Integrated Managed Care (IMC), Collective Medical Technology online platform, Washington Administrative Codes (WAC), Revised Code of Washington (RCWs), King County Integrated Care Network (KCICN), Behavioral Health and Recovery Division (BHRD) Provider Manual, HIPAA privacy rulings, and more.

Assist in various quality assurance activities, including but not limited to internal and county / state audits.

Other duties as assigned.

SKILLS / KNOWLEDGE REQUIRED :

Strong computer skills, including spreadsheets, databases, word processing and proficiency with Microsoft Office suite.

Strong teamwork, customer service, communication, and interpersonal skills.

Strong organizational and administrative skills, including high level written and verbal communication skills.

Careful attention to detail and high level of discretion & confidentiality.

Knowledge of housing first, harm reduction, trauma informed care, person-centered care, and low-barrier services.

Technical writing skills, including the ability to write program manuals, performance reports, and promotional material.

Demonstrated ability to organize and coordinate work efficiently, including appropriate prioritization of workload, and ability to work under pressure with tight timelines and changing priorities.

Ability to work independently with a minimum of direct supervision with multiple demands and interruptions.

Ability to communicate effectively with consumers, employers and staff from various backgrounds.

Requirements

MINIMUM QUALIFICATIONS :

Either a bachelor’s degree OR equivalent training & experience such as :

associates degree and a year of relevant work experience

professional certification in project management or similar topic and a year of relevant work experience

two or more years relevant work experience, organizing, facilitating, and assisting in program planning and project or business / clinical operations.

Ability to meet Washington Department of Health requirements for registration as a Registered Agency Affiliated Counselor (AAC) or any other superseding credential.

Ability to drive an agency or personal vehicle to conduct agency related business. A current Washington State driver's license and insurable driving record are required.

Be able to pass a Washington State Criminal background check.

Commitment to DESC's mission and strategic plan, and core values.

Willingness to be flexible and work cooperatively with co-workers to accomplish all responsibilities of the team.

Subscribe to the philosophy of cooperation, collaboration, flexibility, and adaptability across projects with consideration and respect for clients.

Ability to communicate and work effectively to participants displaying a wide range of unpleasant and / or bizarre behaviors.

PREFERRED QUALIFICATIONS :

1 year experience in administrative, office management or project management experience, preferably in a clinical setting.

1 year experience working with adults challenged by mental illness, substance use disorder (SUD), and medical needs and / or in a crisis response, human services, housing, or healthcare setting.

Experience organizing, facilitating, and assisting in program planning and project or business operations, preferably in a clinical setting.

Well-developed analytic and writing skills, as demonstrated in job application materials.

Initiative and creativity in problem solving and system development.

Ability to exercise independent judgment and problem-solve.

Strong applicants can demonstrate the ability to be positive in their empathetic responses to all people, and value a non-judgmental response to sensitive issues.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will be required sit for extended periods of time, communicate with other people by talking and hearing, required to lift and carry items weighing up to 75 pounds and to operate computer hardware systems. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

EQUAL OPPORTUNITY EMPLOYER :

DESC is committed to diversity in the workplace, and promotes equal employment opportunities for all staff members and applicants. The Agency will not discriminate against any employee or applicant for employment on the basis of race, creed, color, sex, gender, sexual orientation, age, national origin, caste, marital status, or the presence of any sensory, mental or physical disability in any employment practice, unless based on a bona fide occupational qualification. Minorities and veterans are encouraged to apply.

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