Program Coordinator

Location: New Rochelle, NY Hours: M-F 5:45 am to 1:45 pm Rate of Pay: $32 to $35 (Depending on degree level and experience)   OVERVIEW OF PRIMARY RESPONSIBILITIES: Under the direction of the Program Director, the Program Coordinator is the senior administrative and operations leader for the Opioid Treatment Program (OTP). The Program Coordinator is responsible for the day-to-day administrative operations of the clinic, oversight of regulatory and compliance reporting, vendor and inventory coordination, billing oversight, training calendar management, and supervision of the administrative team. The Program Coordinator ensures the program meets all licensing, accreditation, regulatory, and customer service objectives established by OASAS, OMH, DOH, the Joint Commission, and the organization's leadership. The Program Coordinator works closely with the Program leadership team to support with all administrative tasks, centralize accountability for compliance and reporting workflows, and standardize operational processes.   PRIMARY FUNCTIONS: Administrative & Operations Leadership Assists the Program Director in the day-to-day operations of the Opioid Treatment Program (OTP), including scheduling program activities and keeping Program leadership appraised of established licensing, accreditation, and recertification due dates. Ensures quality standards as well as customer service objectives are met across all administrative workflows. Supervises the Front Desk staff and other administrative staff as assigned. Serves as coverage in the event direct reports are not available. Fulfills coordinator responsibilities in accordance with the organization's policies and applicable laws. Keeps abreast of the Program Director's schedule and alerts the Program Director when upcoming events are due. Standardizes administrative workflows and develops written procedures for previously informal processes. Champions cross-training of all administrative staff to reduce single-points-of-failure.   Regulatory, Compliance & Reporting Maintains regulatory agency certification spreadsheet up to date and ensures all certifications, licenses, and accreditations remain current. Maintains the Program Protocol binder to ensure the latest versions are available to staff after they receive training. Maintains current knowledge of Medication Assisted Treatment for opioid use disorders and applicable regulatory standards. OASAS daily reporting compliance, including Central Registry and admission/discharge data submissions. Oversees the monthly PAS-26 workflow ensures the Administrative Coordinator distributes the PAS-26 to clinicians on the 1st of each month, monitors clinician completion in myEvolv by the 5th of the month and escalates incomplete records to the Program Director when needed. Oversees the batching process for OASAS submissions, including accuracy verification and completion tracking. Reviews the Excel intake/discharge tracker maintained by the Administrative Coordinator and signs off on batches before submission once all PAS-26 records are confirmed complete in myEvolv. Owns DOH Narcan reporting, including adding Narcan distribution to the DOH database and auditing Narcan inventory. Coordinates Joint Commission, OASAS, and DOH survey readiness, including documentation, mock audits, and corrective action plans. Prepares and submits MSD reports and other required regulatory submissions on schedule. Coordinates information gathering, client check-in and identification verification, and reinforces participant seeing-the-provider workflows. Conducts and oversees internal chart auditing in coordination with clinical leadership; delegates medical record review/requests appropriately for insurance review and audit purposes. Performs QA of EHR client records as assigned, ensuring that all new admission checklist items have been completed within regulatory timeframes and that all documents in need of scanning into the EHR are complete at the end of each business day. Organizes annual / regulatory / state training calendar and ensures staff training compliance.   Vendor, Inventory & Equipment Oversight Monitors equipment calibration dates and coordinates service as per manufacturer guidelines. Schedules biannual security systems check with Stratagem and assist the Program Director with organizing certificates for auditing purposes. Receives all medical supplies and equipment orders; oversees inventory tracking and reorder thresholds. Maintains METRO vendor and service accounts up to date on a centralized spreadsheet. Manages invoices, vendor connects/communications and approves routine vendor payments in coordination with the Administrative Coordinator and Finance.   Billing, Insurance & Financial Oversight Provides oversight of all financial functions including insurance verification, self-pay collection, and billing reconciliation performed by the Administrative Coordinator. Reviews and approves the METRO Ready to Bill report before submission to the Billing Department. Coordinates annual insurance review and re-credentialing in partnership with the Administrative Coordinator and the Billing Department.   Training, Meetings & Communication Assists Program Directors with scheduling employee training and in-services and sends reminders accordingly. Develops and maintains a yearly training calendar covering required regulatory, state, and organizational trainings. Takes, prepares, and emails meeting minutes to leadership for review before dissemination. Conducts monthly leadership meeting coordination and other meetings as requested. Attends meetings, gathers information for surveys, and supports data collection and reporting to surveys, SAMHSA, Joint Commission, and other agencies for oversight.   Safety, Environmental & Emergency Coordination Coordinates safety checks, emergency plan documentation, environmental controls reports, fire drills, and Safety Committee activities. Receives and reviews fire drill attendance sheets (including head counts) submitted by the Administrative Coordinator and maintains documentation for compliance and audit purposes. Supports the Security Officer with information gathering and serves as backup coverage when they are not available. Supports providers with scheduling and serve as escalation coverage in the event scheduled providers are unavailable.   Photo & Identification System Oversight Oversees the 1st of the month count of pictures in the Lighthouse photo system, with hands-on capture delegated to the Program Engagement Specialist. Ensures all participant photos and IDs are properly captured and uploaded into Evolv per program standards.   ADDITIONAL FUNCTIONAL / ORGANIZATIONAL SUPPORT: Acts as the Site Safety Coordinator, attends safety meetings, leads safety actions, follows through with maintenance request orders, etc. to ensure safe operations   QUALIFICATIONS AND ATTRIBUTES: Excellent time management skills; conscientious with excellent follow-through skills. Excellent communication skills and the ability to multi-task. Hands-on experience with network administration. Able to adapt and work in a fast-paced environment. Sufficient skills to communicate effectively with system users regarding technical and business issues. Experience of creating and maintaining effective working relationships with staff at all levels. Advanced skills in using Microsoft products including Excel, PowerPoint, and Word. Working proficiency with Evolv (EHR), Acutis, Central Registry, OASAS, and Lighthouse (photo system). Demonstrated ability to organize and delegate medical record requests, chart audits, and regulatory documentation workflows. Demonstrated ability to oversee compliance, vendor relationships, and inventory systems with minimal supervision.   EDUCATION AND EXPERIENCE: Bachelor required, Master preferred in business administration, healthcare administration, public administration, human services, or a related field required. Minimum of 2 years of administrative or program operations experience required, with strong emphasis on administrative leadership, compliance oversight, and operational management. 5 years of relevant work experience may be considered in lieu of the experience minimum. CASAC (Credentialed Alcoholism and Substance Abuse Counselor) credential is a plus but NOT required. One year of experience working with an Opioid Treatment Program (OTP) or Medication Assisted Treatment program preferred. Prior supervisory experience strongly preferred.   PHYSICAL CHARACTERISTICS: Must be capable of sitting or standing in front of a computer for long-periods of time. Able to work in open space floor plan. Must be capable of moving throughout workday. Capable of working onsite