DS Program Administrative Coordinator

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

Benefits offered by this job

Competitive pay

401(k) matching

Dental insurance

Employee assistance program

Flexible schedule

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Professional development assistance

Retirement plan

Tuition reimbursement

Vision insurance

Career training and development

Job summary

Community Care Network is seeking a DS Program Administrative Coordinator to provide administrative, operational, and program support for the Developmental Services department in Rutland, Vermont. You will assist leadership, coordinate internal processes, manage scheduling, and serve as a point of contact for staff, providers, individuals served, and partners.

The role requires strong organizational and communication skills, experience with EMR systems, and meticulous documentation practices to

Qualifications

• High School Diploma or GED required; Associate’s or Bachelor’s degree preferred in Business Administration, Healthcare Administration, Human Services, or related field.
• 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.

Responsibilities

• 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.
• 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.
• Assist with maintaining documentation related to Medicaid, State, and agency compliance requirements.
• Help prepare materials for audits, reviews, and monitoring activities.
• 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.
• 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.
• Maintain confidentiality in accordance with HIPAA and agency standards.
• Participate in department meetings, trainings, and quality improvement activities.
• Perform other related duties as assigned.

Skills

Organizational skills

Project coordination

Time management

Communication

Attention to detail

MS Office proficiency

Education

High School Diploma or GED

Associate’s or Bachelor’s in Business/Healthcare/Human Services

Tools

MS Office Suite

EMR system

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.

Benefits

• Competitive pay $23.39 - $25.28/Hour (compensation is typically dependent upon experience)
• Comprehensive Benefit Package
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible schedule
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Retirement plan
  • Tuition reimbursement
  • 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.