Position Title: Program Coordinator
National Occupational Classification (NOC): 12010
Job Category: Supervisor
Employment Type: Full-time, Permanent
Reports to: Executive Directors
Work Location: Within Kamloops; working between the office, Persons Served Homes and within the Community.
Travel Requirements: Local travel within Kamloops is required on a regular basis and occasional out of town travel may be required.
Overall Purpose: To provide leadership, supervise and coordinate the delivery of services that will ensure a good life for the people served through the organization.
About the Organization: It’s My Life Kamloops Society (IMLKS) is a local non-profit agency that provides person-centered support to persons with developmental disabilities within their homes and community. The organization is dedicated to supporting individuals to have autonomy, independence, choice and to live the lives they choose.
Our mission is to provide the highest quality of support to the individuals who receive services through It's My Life Kamloops Society. By honoring each unique personality, we will create environments that ensure full involvement in all their life choices and decisions.
Our Vision is to thrive in a community without barriers where everyone is recognized as valued and equal.
Hours of Work: This position is 40 hours per week, working typical office hours of 8:30am - 4:30pm Monday to Friday with flexibility required according to the needs of Persons Served and operational demands of the organization.
After-Hours: An after-hours contact is designated to handle emergencies that arise outside of office hours. All Service Coordinators must participate in the rotation of 1 week on, 4 weeks off where the Service Coordinator must be able to report to work within one hour of receiving a call.
Additional compensation is provided to the after-hours contact.
Must be able to cover 24-hour shifts as needed.
Compensation and Benefits: Salary is commensurate with qualifications and experience. IMLKS offers a Municipal Pension Plan, Group Health Benefits, Wellness Program, an Employee Assistance Program for administrative employees after a 6-month probationary period.
IMLKS strives to offer its employees relevant training and development opportunities.
Reasonable expenses and mileage are reimbursed upon submission.
IMLKS provides a phone allowance for employees required to use their personal cell phones for work.
Overall Responsibilities of a Program Coordinator:
The Program Coordinator is responsible for the efficient and effective operation and management of supported living services, community integration services and any other service provided for the individuals supported by the society.
Program Coordinators are actively involved with support workers, persons served and their families to inspire and encourage the development and delivery of services and plans that work towards the realization and accomplishment of each person’s potential and choices within their inclusive community.
Program Coordinators provide leadership and contribute directly to networking, planning, administration and evaluation of services to ensure adherence and commitment to the principles, values and goals of the Society. As well, Program Coordinators oversee the selection, supervision, coaching and development of employees.
On a day-to-day basis, Program Coordinator's responsibilities are:
- To role model, implement and enforce policies and procedures of IMLKS
- To supervise direct support staff and provide direct support to Persons Served when needed
- To perform administrative tasks such as payroll approval, scheduling and training of new hires
- To inform the Executive Director of situations of risk to individuals or staff
- To work in partnership with other IMLKS Service Coordinators, employees, directors, Board Members, CLBC (funders); other Service Providers, Stakeholders, Persons Served, their families and their individual networks.
- To ensure the health, safety, and wellbeing of Persons Served and Staff
- To assist the Human Recourses Generalist with staff recruitment
- To Assist the Executive Director with the overall management of individuals’ daily lives, mental and physical care and delegated budgets
- To provide effective leadership within the team and the community of which the agency operates
- To participate in the After-Hours Contact Person Rotation
- To assist other Service Coordinators and team members when required
- To represent It's My Life Kamloops Society in a positive manner at all times
- To support the agency to achieve its mission and vision while maintaining the standards implemented by applicable governing bodies
Specific Responsibilities:
1. Co-Create a Guiding Vision of a Good Life:
- To participate in the creation of a strong, clear vision for and with Persons Served of what they consider a good life by identifying the individual's personal aspirations and preferences along with ensuring their lives are enriched with the resources and supports that all citizens hope for in their lives.
- To lead support staff with the process of identifying goals for Persons Served along with their family, friends and other supporters, to articulate a positive vision for the future and then move forward into developing person centered plans that identify areas for growth and development.
2. Lead, Participate In and Direct Person Centered Supports:
- Review, evaluate and coordinate the provision of services through regular communication with Persons Served, their family members and friend, employees, community members, employers, external professionals and other stakeholders to ensure all Person Served needs are met
- Assist frontline staff to support individuals with their financial decisions and responsibilities based on the person’s needs
- Attend medical appointments with persons served participate in discharge planning meetings as required
- Review and participate in the ongoing development of service care plans, support plans and Person Served goals on a regular basis
- Develop, review, and revise person centered support plans and ensure plans and services are effectively achieving meaningful and Person Centered goals
- Monitor the progress and the quality of services
- To ensure Persons Served have genuine, meaningful relationships and unpaid friendships and strengthen and develop networks by encouraging Persons Served to Participate in their community and find new opportunities
- To respond, assist and resolve any Individual’s concerns, conflicts or complaints that arise in the delivery of service
- To lead a team of dedicated Support Workers to provide culturally sensitive supports and services
- To advocate for Persons Served and ensure each individual has an advocate
- To implement safeguards and monitor to ensure prevention of fraud, neglect or abuse of any form to Persons Served who are vulnerable
3. Advocacy:
- To promote the concept of inclusion, shared decision making, full community participation, lifelong learning, Social Role Valorization, the principles of Optimal Service Design and our organization’s philosophy
- To train and support staff to understand how each Person Served communicates and how to communicate with them to ensure individuals are able to express their needs and preferences effectively
4. Human Resource Management:
- To effectively communicate relevant information pertaining to staffing and performance management with the HR department
- To participate in the selection, hiring, orientation, training/development, coaching, conflict resolution, performance management, processes in consultation with persons served and the HR Generalist.
- To implement disciplinary action and participate in the termination process with the HR Generalist as necessary
5. Administrative Functions:
- To authorize employee timesheets, mileage sheets , petty cash reconciliations, and vacation/leave requests
- To complete and submit necessary form to relevant departments as required
- To maintain personnel files and required documentation
- To review employee documentation of Persons Served goal updates and daily logs and determine and identify when action is required
6. Leadership:
- To be an effective role model by demonstrating appropriate conduct, work practices and attitudes
- To role model performance standards according to company policies and procedures
- To promote a positive and welcoming work environment
- To ensuring effective team work and employee satisfaction by meeting with employees regularly, schedule monthly team meetings, and conducting regular performance reviews.
- Ensure employee compliance with Society policies and procedures.
- To provide comprehensive support, supervision, and feedback to support workers
- To ensure the work environment is safe and employees have all necessary recourses to complete job tasks
7. Community Liaison:
- To maintain regular contact with Person Served family members and advocates
- To maintain positive relationships with CLBC and other relevant agencies and ensure timely and accurate communicate of necessary information
- To promote a positive image of It’s My Life Kamloops Society internally and within the Community by representing the Agency in a positive and professional manner that aligns with the agency's values both during work and outside of work hours.
- To act a a resource for teams supporting Persons Served to access community resources, opportunities and roles in order to enhance social role valorization and promote purpose and inclusion
- Collaborate with external health professionals like Home support Community Living, Occupational Therapists, Pharmacists, Physical Therapists, etc.
8. Financial Responsibilities:
- To monitor Petty Cash spending to ensure it is appropriate, within budget and funds are reconciled according to policy
- To monitor and reconcile personal funds of individuals, ensuring that financial information is completed and reviewed monthly
- To monitor and provide support with the completion of income tax returns of Persons Served
- To report any discrepancies in funds according to agency policy
9. Health and Safety:
- To maintain a safe working environment for all employees as well as supported individuals.
- To promote and ensure compliance with agency policies and procedures, government regulations, quality assurance measures and standards of accreditation.
- To review monthly site inspections and emergency drills and ensure all reported hazards are rectified as soon as possible
- To ensure all equipment is in good working order.
9. Quality Assurance:
- Implement and monitor quality assurance systems to ensure service quality and all workplace practices comply with contractual requirements, legal obligations and organizational policies, procedures, vision and values
- Review policies and procedures regularly with the management team and employees to ensure good understanding of
- Oversee service planning and development to ensure service quality meets contractual requirements, legal obligations and organizational policies and procedures.
- Report monthly on individuals’ updates, successes, challenges and action plans
- Inform the Executive Director, Human Resources Department and other Service Coordinators (as applicable) of new issues and developments as they occur to assist with organizational planning and development
10. Professional Development:
- Participate in annual performance evaluations with the Executive Director and/or Co-Executive Director and implement strategies to improve in identified areas
- Participate in and complete training as appropriate and required
- Attend and participate in Managers Meetings on a weekly basis
- Remain with current developments in the field of Supported Living, Community Integration and the Human Services Sector as a whole and keep up with current developments in the community living field.
- Develop annual performance and development goals in consultation with the Executive Director
- Participate in training and conference opportunities at least once per year
Working Conditions
- Working as part of a diverse team directed by the Executive Director and Co-Executive Director
- Collaborating with team members and external professionals while self-directing and managing tasks independently
- Working in a fast-paced office setting as well as in the community and Persons Served Homes
- Working in environments where emergency situations commonly arise and require sound decisions making, crisis management and the ability to remain calm
- Working in environments where Persons Served may display unusual, repetitive, offensive, aggressive, or violent, behaviours both physically or verbally
- Working in environments where persons served or staff may become aggravated, distressed or emotional
- Modifying work hours as required to ensure job duties are completed on time and to accommodate the needs of Persons Served and the Agency
- Covering frontline shifts, including Community Inclusion and 24-Hour Live-In Support when required
- Working under pressure where there is a high degree of responsibility for the quality of services provided and the health and safety of Persons Served and Staff
Job Requirements:
- Valid First Aid Certificate *can be obtained within 2 weeks of hire*
- Clear Criminal Record check
- Medical clearance
- A vehicle in good working condition with business use insurance and a minimum of $3 million third liability coverage
- A valid Driver’s License and Safe Driver’s Abstract
- TB test results demonstrating no active Tuberculosis (must be completed within probationary period)
- Must be comfortable providing personal care and complex medical care to persons served (training is provided)
- Crisis Prevention Institute (CPI) or MANDT Certification is an asset but is not required
Other Requirements:
- Responding to emergency situations after hours if needed
Education:
- High school diploma or equivalent (required).
- Any post secondary education in Social Services, Health Care or Management is an asset but is not required.
Experience:
- Minimum of 2 years experience working with people with developmental disabilities or individuals with complex health care needs
- 2 years experience working in a supervisor or management role is an asset
- All experience within the Human Services Field is considered an asset
Skills and Attributes:
- Dedication for promoting personal growth in one’s life
- Creative and outgoing personality
- Proficient decision-making skills
- Demonstrated ability to advocate and promote self-advocacy
- Excellent oral and written communication skills
- Willing to learn and be flexible
- Ability to work independently and within a team setting
- Practical knowledge and application of Microsoft Office and willingness to learn other software programs as required
- Knowledge of Behavioural Support Plan, safety plans and executing person centered approaches.
- Ability to push a wheelchair and perform the physical tasks of a demanding physical nature, including but not limited to lifting, bending and twisting
- Ability to deescalate stressful situations
- Ability to effectively manage a team, while remaining composed and professional at all times
- Strong leadership and motivational skills
- Ability to provide personal care to individuals while maintaining respect and dignity
- Ability to understand an individual’s needs, both emotionally and physically and understand non-verbal ques
- The ability to problem solve and make decisions independently
- Sound crisis management techniques incorporating effective collaborative approaches
- The ability to manage multiple tasks and reprioritize as demands change
- Detail oriented, well organized and self motivated
How to Apply:
If you are interested in joining our team in our mission to provide services that will have life long affects on the lives of others, this rewarding and life changing opportunity is for you! Please apply through Indeed with your complete resume and cover letter.
Please complete all application questions to ensure we have all the necessary information to evaluate candidates.
We thank all who apply, however only candidates selected for an interview will be contacted.
Job Types: Full-time, Permanent
Pay: $60,000.00-$68,640.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- Vision care
- Wellness program
Application question(s):
- Do you own a vehicle that can be used for work on a daily basis?
- Are you able to modify working hours to meet the needs of the organization when necessary?
- Are you able to participate in the After-hours Contact rotation?
- Are there any restrictions on the weekly hours you may work as a result of a study permit now or in the future?
Education:
- Secondary School (required)
Experience:
- Health Care: 2 years (preferred)
- Supporting Adults with Developmental Disabilities: 2 years (preferred)
- Social Services: 1 year (preferred)
- Supervisory or Management: 2 years (preferred)
Licence/Certification:
- Driver's License (Class 4, 5 or equivalent) (required)
- First Aid Certification (preferred)
Work Location: In person
