Program Administrative Coordinator
The Program Administrative Coordinator provides administrative and program support to the Program Director, CEO, DD Specialist, Direct Support Professionals, clients, families, vendors, and visitors. This position serves as a key point of coordination for daily office operations, client and DSP documentation, attendance tracking, intake paperwork, communication, supplies, vendor services, and general program readiness.
This role requires strong organizational skills, confidentiality, patience, professionalism, and the ability to support a busy day program environment serving individuals with disabilities.
Key Responsibilities
The Program Administrative Coordinator will be responsible for supporting daily office and program operations, including:
- Serve as the first point of contact for clients, families, staff, vendors, and visitors, ensuring professional and respectful communication.
- Answer and route phone calls, monitor voicemail and email, and assist with timely follow-up.
- Prepare, organize, and maintain client records, timesheets, support logs, intake documents, quarterly update materials, and other program-related documentation.
- Track client and DSP attendance, documentation needs, missing forms, and administrative follow-up items.
- Provide administrative support to the Program Director, CEO, DD Specialist, and program leadership.
- Assist with client intake paperwork, audit preparation, file maintenance, and documentation reviews.
- Coordinate office supplies, mail, vendor services, deliveries, and basic facility readiness for the day program.
- Support scheduling, program activities, outings, special events, and approved petty cash documentation as assigned.
- Assist with client and DSP coordination during daily program operations, including arrival, departure, and scheduled activities.
- Maintain confidentiality and handle client, employee, and company information in accordance with company procedures and applicable laws.
- Perform other duties as assigned that are reasonably related to the position, program operations, administrative support, and the needs of the company.
