DS Program Administrative Coordinator

Community Care Network; Rutland (VT); On-site; USD 32,000 - 35,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Vision insurance

Career Training and Development

Job summary

Community Care Network in Rutland, Vermont seeks a DS Program Administrative Coordinator to deliver administrative, operational, and program support for the Developmental Services department. You will assist leadership, coordinate internal processes, manage scheduling, and act as a primary contact for staff, providers, individuals served, and community partners.

Responsibilities include preparing reports and meeting materials, maintaining organized electronic systems, tracking deadlines,

Qualifications

• High School Diploma or GED required; Associate’s or Bachelor’s degree preferred.
• Minimum 3–5 years of relevant experience, preferably in healthcare or human services.
• Strong organizational, project coordination, and time management skills.
• Analytical and problem-solving abilities with attention to detail.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Experience with electronic medical record systems preferred.
• Ability to collect, organize, and interpret data for reporting and quality improvement.
• Strong written and verbal communication skills; able to prepare minutes and reports.
• Ability to work independently while collaborating with leadership and staff.
• Must have valid driver’s license and reliable transportation.

Responsibilities

• Provide administrative support to the Director of Developmental Services and DS leadership.
• Prepare correspondence, reports, meeting agendas, minutes, and documents.
• Maintain electronic systems in line with agency and regulatory requirements.
• Track deadlines, assignments, and department projects.
• Coordinate office operations and day-to-day needs of the department.
• Schedule meetings, trainings, interviews, and department events; manage calendars.
• Assist onboarding logistics for new staff and contracted providers.
• Support communication and coordination between programs, departments, and external partners.
• Assist with Medicaid, State, and agency compliance documentation.
• Help prepare materials for audits, reviews, and monitoring activities.
• Serve as a contact for Shared Living Providers, staff, and community partners.
• Process paperwork related to contracted supports, billing, provider records.
• Support data tracking and ensure consistency of documentation within the EMR system.
• Contribute to improving documentation workflows and data accuracy.
• Maintain confidentiality per HIPAA and agency standards.

Skills

Organizational skills

Project coordination

Time management

Microsoft Excel

Microsoft Word

PowerPoint

Data interpretation

Verbal communication

Written communication

Independent work

Education

Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Human Services, or related field

Tools

Microsoft Office Suite

Electronic Medical Record systems

Job description

Community Care Network is looking for a DS Program Administrative Coordinator to join our team!

Community Care Network is comprised of Rutland Mental Health Services and Rutland Community Programs. Our mission is to enhance the well-being of our communities, individuals and families through a responsive, innovative and collaborative human service

About the Role:

The DS Program Administrative Coordinator provides administrative, operational, and program support to ensure the efficient functioning of the DS department. This position supports leadership, helps coordinate internal processes, assists with scheduling and communication, and serves as a point of contact for staff, providers, individuals served, and community partners.

Responsibilities:

• Administrative Support
• Provide administrative support to the Director of Developmental Services and DS leadership team.
• Prepare correspondence, reports, meeting agendas, minutes, and other department documents.
• Maintain organized electronic systems in accordance with agency and regulatory requirements.
• Assist with tracking deadlines, assignments, and department projects.
• Coordinate office operations and support day-to-day administrative needs of the department.
• Scheduling and Coordination
• Schedule meetings, trainings, interviews, and department events.
• Coordinate calendars for leadership and department meetings.
• Assist with onboarding logistics for new staff and contracted providers.
• Support communication and coordination between programs, departments, and external partners.
• Compliance and Documentation
• Assist with maintaining documentation related to Medicaid, State, and agency compliance requirements.
• Help prepare materials for audits, reviews, and monitoring activities.
• Provider and Staff Support
• Serve as a point of contact for Shared Living Providers, staff, and community partners regarding administrative processes.
• Assist with processing paperwork related to contracted supports, billing, provider records, and other DS operations.
• Support staff with navigating administrative systems and procedures.
• Help ensure consistent communication regarding department processes and expectations.
• Demonstrate advanced proficiency in the agency’s electronic medical record system including providing administrative support to program areas within the system.
• Offer recommendations and support to improve documentation workflows, efficiency, and overall data accuracy.
• Data Tracking and Reporting
• Maintain spreadsheets, tracking systems, and departmental databases.
• Compile data and assist with preparing monthly, quarterly, and annual reports.
• Monitor administrative workflows and identify opportunities for improved efficiency and organization.
• General Responsibilities
• Maintain confidentiality in accordance with HIPAA and agency standards.
• Participate in department meetings, trainings, and quality improvement activities.
• Perform other related duties as assigned.

Qualifications:

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Human Services, or related field preferred.
• Minimum of 3–5 years of relevant experience required, preferably in healthcare, developmental services, behavioral health, or human services.
• Strong organizational, project coordination, and time management skills with the ability to manage multiple priorities and deadlines.
• Demonstrated analytical and problem-solving skills with attention to detail and accuracy.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint.
• Experience working within electronic medical record systems preferred.
• Ability to collect, organize, and interpret data for reporting and quality improvement purposes.
• Strong written and verbal communication skills, including preparation of meeting minutes, reports, and professional correspondence.
• Ability to work independently while collaborating effectively with leadership, staff, and external stakeholders.
• Demonstrated ability to maintain confidentiality and manage sensitive information in accordance with HIPAA and agency standards.
• Must have a valid driver’s license, reliable transportation, and personal automobile liability insurance coverage at or above levels mandated by the State of Vermont.
• Successful completion of a criminal history background check after hire.
• Competitive pay $23.39 - $25.28/Hour (compensation is typically dependent upon experience)
• 401(k)
• 401(k) matching
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance
• Career Training and Development
• Collaborative and engaging team meetings with supervision

Our work is guided by our core valuesof Trust, Accountability, Respect, Cultural Competence, Person-Centered, and Continuous LearningandGrowth.

CCN is an Equal Opportunity Employer.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.