Program Coordinator - Agency With Choice

About the role

The Arc of Chester County is a non‑profit organization dedicated to advocate, educate and provide services to empower individuals with disabilities and their families to enhance the quality of their lives. Our Agency With Choice department supports people in Montgomery, Bucks, Delaware and Chester counties and has been providing these services for over 70 years.

Position Summary

The AWC Program Coordinator (PC) establishes professional partnerships with Managing Employers (ME), Supports Service Professionals (SSP), participants, families and teams to ensure quality provision of AWC services in accordance with each participant’s Individual Support Plan (ISP). The PC is a field expert in all AWC policies, procedures, and requirements and shares that knowledge with the team to meet participants’ needs and programmatic deliverables.

Essential Duties and Responsibilities

• Participate in, collaborate with, and implement The Arc of Chester County’s 5‑year Strategic Plan; complete all training and qualification requirements.
• Establish and maintain professional partnerships with internal and external stakeholders, including Managing Employers, Supports Service Professionals, participants, families and teams.
• Communicate updates from the Office of Developmental Programs, The Arc, the ISP/team meetings, and other regulatory entities to all stakeholders to ensure continued compliance.
• Collaborate with participants and their teams to identify areas of need and resolve issues in a timely manner.
• Provide and document onboarding, annual, and ongoing training to MEs and SSPs in accordance with participants’ needs, the AWC program and funding requirements.
• Assist with coordinating AWC start dates with MEs, SSPs and AWC staff, ensuring appropriate communication and letters are sent to all involved.
• Prepare and submit required documentation to the Supports Coordinator for the ISP prior to meetings.
• Attend and document attendance at annual ISP meetings and any other required team meetings.
• Conduct home and/or community visits as required.
• Verify ISP accuracy once the plan is available and request any needed changes in writing to the Supports Coordinator.
• Create and maintain required program trackers.
• Maintain participant files by ensuring required documents are filed according to AWC procedures.
• Review SSP time and attendance for accuracy and compliance with program procedures.
• Monitor ME approval of SSP attendance logs within required time frames to verify accuracy of hours worked.
• Review and approve SSP timecards in accordance with the payroll schedule.
• Review and approve SSP and ME mileage to ensure accuracy and compliance.
• Review service notes for completion and compliance prior to submitting for billing.
• Ensure proper and timely billing of services in accordance with program procedures and funding source requirements.
• Serve as Incident Management point person for assigned participants, identifying and reporting any concerns or non‑compliance.
• Follow up with SSPs and MEs to address concerns or non‑compliance and communicate to the Supports Coordinator as needed.
• Document all communications with participants, MEs, SSPs, AWC staff and other relevant parties in accordance with AWC procedures.
• Evaluate ME performance at least annually and fulfill any unmet responsibilities of the ME per AWC procedures.
• Provide MEs and SSPs with necessary paperwork and instructions for completion and submission (e.g., paper service notes, mileage reimbursement).
• Collect and review all ME quarterly progress notes; report concerns to the AWC supervisor and ISP team members.
• Complete progress reports as needed.
• Provide technical assistance to MEs and SSPs to meet AWC program requirements.
• Participate in departmental, agency and other meetings as needed, as well as Arc‑sponsored events.
• Perform other duties as assigned.

Education and/or Experience

• Minimum of an associate’s degree.
• At least 2 years of experience working in a customer service and/or human services position.

Other Skills and Abilities

• Excellent organizational, interpersonal, communication, and writing skills.
• Ability to work both independently and in teams to set priorities and follow through on details.
• Ability to adapt quickly to new information and shift business priorities as necessary.
• Experience coordinating and working with volunteers.

Benefits

• Life insurance and long‑term disability coverage.
• Employee Assistance Program and discount purchasing options.
• Eligibility for medical, dental, vision, short‑term disability and other benefits through a cafeteria plan.