Vocational and Day Services Assistant Coordinator Job Description
Department/Program: Day Programs
FLSA Status: Non-exempt / hourly
Salary Grade: Day Programs – Pay Grade 21
Reports to: Program Coordinator
Supervisory Scope:
- Does not have ongoing direct supervisory authority.
- May provideday-to-dayguidance and task coordination to staff as assigned by the Program Coordinator.
- In the absence of the Program Coordinator, staff may be temporarily directed to the Assistant Program Coordinator for operational continuity; final supervisory authorityremainswith the Program Coordinator or Senior Program Manager.
Prepared/Revised Date: 3/26/2026
About the Position
Job Summary/Profile:
The Vocational and Day Services Assistant Program Coordinator is responsible for supporting the Program Coordinator in the day-to-day coordination and implementation of Vocational and Day Services programs. The role provides operational, administrative, and programmatic support to staff and individuals with disabilities in alignment with person-centered practices, individual service plans, and applicable contractual and regulatory requirements.
This position supports daily program operations, assists with routine and complex problem-solving, and helps ensure continuity of services while operating within established policies, procedures, and delegated authority.
Essential Duties and Responsibilities:
- In a manner consistent with supporting the Life Works mission statement and values,theVocational and Day Services Assistant Program Coordinatorwillbe responsible forthe following:
Program Operations & Scheduling
- Supportsday-to-daystaffing and client scheduling needs, including staffcalloutsandcoverage coordination,in accordance withestablished program procedures.
- Assistswith identifying coverage optionswhen staffing disruptions occur and communicates needs to the Program Coordinator.
- Providesonsiteor field support to staffto help address routine operational issuesas they arise.
- Demonstrates adaptability and effective prioritization in a dynamic service environment.
- Maintains asmall, assignedcaseload of clients, asdeterminedby program needs.
Coverage & Continuity Support
- Provides operational coordination and pointofcontact support in the Program Coordinator’s absence, within establishedprocedures, without assuming supervisory authority orapprovalresponsibility.
- Participatesinon-callrotationas assigned.
Documentation, Plans & Compliance
- Assistswith preparation, maintenance, andtimelycompletionof required client documentation, including Community Inclusion Plans, Employment Plans, assessments, consents, and related records.
- Participates in annual planning meetings,supporting facilitation and documentationin accordance withprogram guidelines.
- Coordinates submission of completed documentationto Case Managers and County partners.
- Maintains organized,accurateclient recordswithin approved systems (binders,Teamsfiles, and electronic records).
- Supports incident reporting timelinesbyassistingstaff withaccuratecompletion and submission of reports; ensures required documents are routed appropriately.
- Assists with CARF‑related surveys and feedback toolsunder Program Coordinator direction.
- Allcompliance relatedtasks performed by the Assistant Program Coordinator are completed under the direction of, and subject to review and approval by, the Program Coordinator or Senior Program Manager.
Intake & Referral Support
- Supports intake and referral processesby preparing materials, coordinating meetings, andassistingwith orientation for new participants and families, under Program Coordinator guidance.
- Assistswith drafting and organizing new client plansusing required templates and established criteria.
Staff Support & Training
- Assistswith onboarding and training coordinationfornew staff, including scheduling requiredtrainingand orientation activities.
- Provides input and observationsregardingstaff performance, training needs, and operational concernsto the Program Coordinator.
- Mayparticipatein interviews or training assignments as requested; does not independently make hiring decisions.
- Supports staff meeting facilitationas assigned.
Billing & Administrative Controls
- Assistswith preparation of client billing documentation when delegated by the Program Coordinator.
- Routes completed materialsto Finance or designated approvers consistent with internal controls.
Communication & Professional Conduct
- Communicates withprogram issues, risks, or client concerns promptlyto the Program Coordinator.
- Responds professionally to client, guardian, or partner inquiries,escalating unresolved concerns with a documented summary.
- Promotes a professional, respectful, and inclusive team environment consistent with Life Works policies and values.
- Maintains confidentialityin allclients, staff, and organizational matters.
Other Responsibilities
- Followsall agency policies and procedures.
- Engages in required training and professional development.
- Performs other related duties as assigned, consistent with the scope of the position and operational needs.
Position requirements
EDUCATION, EXPERIENCE & REQUIREMENTS
- Must be 18 years of age or older.
- High School Diploma or equivalent required.
- Valid driver’s license and a driving record that meets agency policy.
- Successful completion of all required background checks.
- Schedule may include evenings and weekends; position will participate in call rotation.
- Must maintain all training and certifications requirements each year.
- Ability to successfully complete and maintain all required DDA‑mandated training, including but not limited to:
- Client confidentiality
- Client rights
- Incident management and reporting
- Positive behavior support
- Coordinate services and supports in community-based environments
- Provide guidance and oversight to staff
- Complete accurate documentation and reporting
- Communicate effectively with individuals served, families/guardians, staff, and community partners
- Additional Requirements for Roles with Employment and Community Inclusion Services Oversight
- To support agency compliance with DDA Policy 6.13, the agency must ensure at least one qualified staff person meets one of the following pathways. This requirement may be met through a Program Coordinator or other designated supervisory staff and is not required of all employees:
- Two (2) years of experience related to employment & CI services;
- Employment Professional Certificate (Highline College) plus one (1) year of related employment services experience; OR
- Completion of Wise Online Academy (WOA) 200 plus one (1) year of related employment services experience.