Program Support Coordinator

AdvanceCare Health Services; Shelbyville (TN); Hybrid; USD 40,000 - 65,000; Full time

Benefits offered by this job

Dental insurance

Flexible schedule

Health insurance

Paid time off

Referral program

Vision insurance

Paid Orientation

Paid Training

Job summary

AdvanceCare Health Services, LLC seeks a Program Assistant to train toward Program Manager within the DDA Department. This hybrid role combines home office work with site visits, in-office days at Hermitage, TN, and travel across Middle Tennessee.

Essential functions include staff training, monitoring visits, audits, and maintaining client records in compliance with state requirements. The ideal candidate is organized, detail-oriented, and able to communicate effectively with diverse teams and

Qualifications

• High school diploma or GED required.
• Caregiving and office experience preferred.
• Healthcare or corporate experience a plus.

Responsibilities

• Provide Training including but not limited to pre-service and in-service training.
• Monitors and verifies required community visits, drills, and evacuation plans.
• Facilitates monthly PCSP/ISP reviews.
• Cooperate with Incident/Reportable Event Investigations.
• Develops and implements correction action plans (CAP).
• Completes weekly and monthly audits.
• Completes monthly site visits.
• Document client demographics into records on admission.
• Ensure 24-hour visits are completed per policy.
• Maintain staffing and in-service plans.
• Enforce policies and procedures and ensure staff compliance.
• Develop annual calendars with drills and appointments; report to Program Director.
• Maintain program books and client files; keep organized.
• Update emergency contacts and health plans.
• Perform other duties as assigned.

Skills

Interpersonal skills

Organizational skills

Self-motivation

Feedback adaptability

Detail-oriented

Professionalism

Office software proficiency

Flexibility

Effective communication

Documentation & protocols

Productivity improvement

Education

High school diploma or GED

Caregiving and office experience preferred

Tools

Google Workspace

Microsoft Office

Business management software

Job description

To Qualify For This Position You Must Live Within One Hour Of Our Hermitage, TN Office.

AdvanceCare Health Services, LLC is seeking a compassionate and dedicated Program Assistant to train for the position of Program Manager within our DDA Department. This role is essential for ensuring the well‑being and independence of the individuals we serve by overseeing their care and maintaining compliance with state and agency requirements.

This is a hybrid role, combining home office flexibility with travel for site visits, in office, and other responsibilities as required within the assigned area in Middle Tennessee.

To Qualify For This Position You Must Live Within One Hour Of Our Hermitage, TN Office.

You will need to have a 27" or larger monitor, keyboard, and mouse to use with our company‑issued laptop. (If you are coming to the office to pick up your equipment, we can loan you the monitors, keyboard, and mouse as well).

You must have high-speed internet.

ESSENTIAL JOB FUNCTIONS:

• Provide Training including but not limited to pre-service and in-service training.
• Monitors and verifies required community visits, drills (fire/storm), and evacuation plans.
• Facilitates monthly PCSP/ISP reviews
• Cooperate with Incident/Reportable Event Investigations
• Develops and implements correction action plans “CAP”
• Completes weekly and monthly audits
• Completes monthly site visits
• Request documentation and complete client demographic entry into PHS upon admission
• Ensure 24-hour visits are completed per policy
• Ensures staffing plan is complete
• Ensures in-service plan is complete
• Enforces standard company policies and procedures and ensures staff are in compliance.
• Develop schedules for the new calendar year annually to include evacuation drills, medical appointments, reports, meetings, etc. Provides completed schedules to the Program Director as requested.
• Ensures that program books and client’s permanent files are developed and maintained according to policy/ procedure. These files are to be kept orderly and neat.
• Updates client emergency contact lists, client personal records, health care plans, and program staff contact lists.
• Performs other duties as assigned and needed.

SKILLS AND KNOWLEDGE REQUIRED:

• Strong interpersonal skills with the ability to work cooperatively and courteously with diverse groups.
• Organizational skills and the ability to manage multiple tasks and projects simultaneously.
• Self‑motivated and able to work independently with minimal supervision.
• Ability to accept constructive feedback and adjust performance accordingly.
• Detail‑oriented with strong analytical and documentation skills.
• Professionalism and a positive attitude in handling sensitive situations.
• Knowledge of Google and Microsoft Office Suite (Word, Excel, PowerPoint) and/or business management software.
• Flexibility to meet the demands of the role.
• Temperament to communicate with a variety of personalities in a tactful, pleasant, and professional manner.
• Ability to document required information and implement specialized protocols and program presentations
• Ability to analyze documents and identify issues and improve productivity
• Ability to handle all situations with professionalism and a positive attitude and be able to effectively communicate with individuals at all levels of the organization.

Minimum Requirements:

• High school diploma or GED equivalent; caregiving and office experience preferred.
• Previous experience in healthcare or a corporate environment is a plus.
• Satisfactory criminal background check.
• Flexibility to adapt and learn in a fast‑paced environment.

Work Environment:

The Program Manager is a hybrid position, using company‑provided systems to stay connected and productive. It requires a quiet, professional workspace, reliable internet, and the ability to stay focused and organized without direct supervision. Regular communication with leadership and team members is essential, and timely responsiveness during business hours is expected.

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Referral program
• Vision insurance
• Paid Orientation
• Paid Training

You must be flexible and willing to work and learn on the fly!

You should be comfortable with software and technology and be an overall organized person.

Empowering Team Members to Excel and TOUCH Lives through Continuous Improvement and Technology

Our company is a growing, non‑medical, private duty home care organization providing caregiving services to seniors and support to individuals with intellectual disabilities so that they can continue to live in their homes throughout Tennessee. We are looking for an independent and self‑motivated individual that possesses a high level of energy to join our company. We are an equal opportunity employer and drug‑free workplace.

Disclaimer: The preceding job description has been designed to describe the general nature and level of work being performed by the candidate assigned to this job. It is not designed to contain or be interpreted as an exhaustive summary of all responsibilities, duties, and efforts required. From time to time other duties may be assigned. Management’s evaluation of your performance is based on your performance of the tasks listed in this job description and these other duties. Management has the right to revise this job description at any time.