Program QA & Compliance Coordinator

VOA Mid-States; New Albany (IN); On-site; USD 28,000 - 41,000; Full time

Benefits offered by this job

Health & Wellness

Medical Coverage

Dental Coverage

Vision Coverage

Retirement Plan

Job summary

VOA Mid-States is seeking a Program Support Coordinator to serve as in-house QA and compliance support for Developmental Disabilities Services. You will coordinate and monitor program records to ensure adherence to SCL waivers, DIDD regulations, and COA standards.

The role requires attention to detail, training oversight, and collaboration with leadership, HR, and quality teams to keep documentation audit-ready at all times.

Qualifications

• High school diploma or equivalent required.
• Coursework in office administration, human services, health services administration, or compliance preferred.
• Proficiency in Microsoft Word, Excel, databases, and electronic record systems.
• Strong attention to detail, confidentiality, and regulatory compliance.
• Ability to manage multiple priorities and deadlines.
• Satisfactory criminal background check.
• Valid driver’s license with satisfactory driving record.
• Reliable transportation.

Responsibilities

• Serve as the program level QA support responsible for file coordination, organization, and upkeep for programs operating under the Kentucky Supports for Community Living (SCL) waiver.
• Ensure personnel and program records meet Kentucky DIDD documentation standards and COA Case Record Review (CRR) requirements.
• Maintain records in an audit-ready manner, ensuring documentation is accurate, complete, current, and properly authorized.
• Track missing, expired, or incomplete documentation and follow up with supervisors and staff to ensure timely correction.
• Support Performance and Quality Improvement (PQI) activities, including documentation support, data tracking, and corrective action follow-up.
• Ensure all staff complete required SCL, DIDD, and agency-mandated trainings prior to working independently or providing unsupervised services.
• Schedule and track new hire orientation, mandatory trainings, refresher trainings, and annual requirements.
• Maintain training compliance records and supporting documentation demonstrating staff readiness and competency.
• Assist applicants with completing employment applications and ensure required documentation is submitted.
• Coordinate onboarding documentation and support Human Resources in ensuring new employee files are complete and compliant.
• Maintain employee personnel files in accordance with confidentiality and retention requirements.
• Issue reminders to supervisory staff regarding required performance appraisals and follow up on missing evaluations.
• Ensure the agency maintains current employee signatures, fingerprints, and required clearances.
• Tracks TB Skin Tests and drug screening for compliance with newly hired and tenured staff.
• Coordinate and oversee Cash on Hand (COH) records for individuals served, ensuring accuracy, completeness, and compliance with agency policy and DIDD requirements.
• Reconcile Cash on Hand balances routinely and identify discrepancies for timely resolution.
• Manage individual fund requests, ensuring proper authorization and alignment with person-centered plans.
• Track and maintain receipts and supporting documentation for all individual fund expenditures in accordance with SCL and DIDD fiscal accountability standards.
• Ensure individual financial records are audit-ready and available for review.
• Serve as the first point of contact for employees, individuals served, families, and visitors.
• Answer phones, route messages, and assist visitors appropriately.
• Operate and coordinate maintenance of office equipment and supplies.
• Coordinate scheduling of meeting spaces through Outlook.
• Assist with employee recognition activities and general administrative duties as approved by leadership.
• Manage administrative functions to enhance operational efficiency while maintaining regulatory compliance.
• Model agency core values of integrity, compassion, diversity, commitment, and justice in all internal and external interactions.
• Perform all other duties as assigned.

Skills

Attention to detail

Regulatory compliance

Organizational skills

Multitasking

Education

High school diploma or equivalent

Tools

MS Word

MS Excel

Databases

Electronic record systems

Job description

VOA Mid-States is seeking a Program Support Coordinator to serve as in-house QA and compliance support for Developmental Disabilities Services. You will coordinate and monitor program records to ensure adherence to SCL waivers, DIDD regulations, and COA standards.

The role requires attention to detail, training oversight, and collaboration with leadership, HR, and quality teams to keep documentation audit-ready at all times.