Program Coordinator

at  Project 180

MINIMUM QUALIFICATION

Required:

• Bachelor’s degree in any field from an accredited college or university. In lieu of a Bachelor’s degree, at least 2 years of experience handling complex processes (e.g., scheduling, organization, etc) in a professional, office-based setting.
• Experience working with culturally diverse populations.
• Valid CA driver’s license, proof of insurance and own vehicle required.
• Must not be on any type of legal supervision (probation or parole).
• Verification of Employment Eligibility and Background Check.
• Strong computer skills. Fluent in MS Excel and/or Google Sheets

Preferred:

• Lived experience with homelessness, mental health/substance use recovery or the criminal justice system.
• Experience working with the forensic and/or dual-diagnosed populations.
• Experience working on an interdisciplinary team in a mental health or hospital setting.
• Spanish-speaking

PHYSICAL REQUIREMENTS

The employee is expected to move about the worksite throughout the day, which may involve walking,
standing, and climbing stairs, or using a mobility device, or similar. The employee is expected to drive,
carry a maximum of 20 lbs, listen, and speak in order to complete job requirements.

MENTAL REQUIREMENTS

The employee must be able to do any/all of the following: perform complex and varied tasks such as
synthesizing information and making decisions without immediate supervision; handle routine
distractions, interruptions, noise, and uncontrollable changes in priorities/work schedules; interact
professionally and diplomatically in high-stress situations; create and follow plans; meet deadlines.
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Skills and Abilities

• Organization: Able to manage and keep track of many processes, tasks, and items systematically, ensuring that nothing is overlooked or forgotten.
• Process Management: Skilled in developing systems and processes to manage tasks in complex, highly-constrained environments, ensuring they meet the needs of various stakeholders.
• Technical Proficiency: Fluent in MS Excel and/or Google Sheets. Quickly learns new systems and technology.
• Problem Solving: Capable of identifying issues, analyzing potential solutions, and implementing effective resolutions in a timely manner.
• Attention to Detail: Focused on accuracy and thoroughness in completing tasks, carefully reviewing work to avoid errors and ensure high quality.
• Communication: Skilled in clearly conveying information and ideas to diverse groups of people, both verbally and in writing; understands and meets customer/client needs and expectations.
• Proactivity: Takes initiative to anticipate needs and potential problems, acting in advance to address them and continuously seeking ways to improve

ESSENTIAL FUNCTIONS

Receive and track client referrals

• Receive client referrals from defense agencies. Collect, store, and follow up on documentation and distribute it as appropriate
• Create and maintain a meticulous tracker of all referred clients & their program status.
• Flag and resolve any issues of clients getting off-track
• Schedule client appointments with psychologists
• Receive 730 Evaluation reports from psychologists and distribute to appropriate recipients per program policy

Manage psychologists’ calendars

• Determine each doctor’s weekly schedule based on referrals and program constraints
• Schedule client appointments in the calendar, adhering to program parameters (e.g., max wait time, max # appts per day, travel logistics)
• Track appointment completion and reschedule missed appointments
• Arrange all physical and virtual meeting spaces
• Establish mutually-agreeable communications and coordination systems with psychologists (e.g., to review weekly calendar, raise issues, etc)
• Provide responsive troubleshooting support throughout the workday for logistical issues faced by psychologists

Create, maintain, and improve systems

• Develop and maintain all necessary systems for organization and communication (e.g., weekly workflow, inbox & email contact list, client tracker, communication norms with psychologist and defense agencies, document storage, etc)
• Communicate and coordinate with relevant parties to troubleshoot day-to-day issues as needed (e.g., defense agencies, out-of-custody clients, psychologists)
• Regularly review and enhance all systems for maximum efficiency and efficacy, both independently and in collaboration with partners
• Proactively escalate issues to Supervisor as needed and keep Supervisor informed of overall process status and changes

Fulfill baseline Project 180 staff expectations.

• Regular attendance required. Holiday or weekend work may be required.
• Maintain and uphold Agency mission statement, values, policies, procedures, and principles.
• Perform other duties as assigned by the supervisor.
• Maintain active license and/or registrations as applicable (i.e. BBS, CCAPP)

Skills and Abilities

• Organization: Able to manage and keep track of many processes, tasks, and items systematically, ensuring that nothing is overlooked or forgotten.
• Process Management: Skilled in developing systems and processes to manage tasks in complex, highly-constrained environments, ensuring they meet the needs of various stakeholders.
• Technical Proficiency: Fluent in MS Excel and/or Google Sheets. Quickly learns new systems and technology.
• Problem Solving: Capable of identifying issues, analyzing potential solutions, and implementing effective resolutions in a timely manner.
• Attention to Detail: Focused on accuracy and thoroughness in completing tasks, carefully reviewing work to avoid errors and ensure high quality.
• Communication: Skilled in clearly conveying information and ideas to diverse groups of people, both verbally and in writing; understands and meets customer/client needs and expectations.
• Proactivity: Takes initiative to anticipate needs and potential problems, acting in advance to address them and continuously seeking ways to improve.