Program Coordinator

3 weeks ago

Los Angeles, United States Project 180 Full time
Job DescriptionJob DescriptionTitle: Program Coordinator, HEAL
Division: Project 180
Pay Scale: $28.85 - $33.65/hour 

The Organization
SSG-Project 180 turns lives around through innovative, wraparound services that keep people out of
institutions and in their communities. Project 180 is a leader in the forensic treatment space, offering
high-quality, specialized treatment programs that serve thousands of justice-involved individuals. Our
programs span criminal justice intercepts and include pre-arrest interventions, court-based diversions, jail in-reach, and intensive post-release services. Project 180 operates in partnership with County agencies including the Department of Mental Health (DMH), the Department of Health Services (DHS), and the Justice, Care and Opportunities Department (JCOD).

The Program
The HEAL and “Capstone” programs are mental health diversion pilots managed by the Office of the LA
County Public Defender. These programs will provide dedicated psychologists to conduct 730 Mental
Health Evaluations for indigent defendants, creating new pathways to mental health diversion. Project 180 is partnering with the Public Defender to provide clinical staffing and administrative support for both
programs. The programs are expected to launch in Fall 2024.

The Position
Program Coordinator is responsible for receiving client referrals, scheduling client evaluation appointments, and ensuring clients are progressing appropriately through the evaluation process. The
Scheduling Administrator will work closely with: indigent defense agencies (Public Defender, Alternate
Public Defender) to process referrals, in-house psychologists to manage appointment calendars, and
clients to coordinate scheduling as needed. This individual will be part of the founding program team, and as such will need to co-create all systems and processes for their role as the program launches. They will need strong organization, problem-solving, and technological skills to design, manage, and refine systems for monitoring and managing each stage of the program. They will report to the Program Supervisor, HEAL + “Capstone” and will work out of Project 180’s Downtown LA office.

Essential Functions
Receive and track client referrals
  • Receive client referrals from defense agencies. Collect, store, and follow up on documentation and distribute it as appropriate
  • Create and maintain a meticulous tracker of all referred clients & their program status.
  • Flag and resolve any issues of clients getting off-track
  • Schedule client appointments with psychologists
  • Receive 730 Evaluation reports from psychologists and distribute to appropriate recipients per program policy
Manage psychologists’ calendars
  • Determine each doctor’s weekly schedule based on referrals and program constraints
  • Schedule client appointments in the calendar, adhering to program parameters (e.g., max wait time, max # appts per day, travel logistics)
  • Track appointment completion and reschedule missed appointments
  • Arrange all physical and virtual meeting spaces
  • Establish mutually-agreeable communications and coordination systems with psychologists (e.g., to review weekly calendar, raise issues, etc)
  • Provide responsive troubleshooting support throughout the workday for logistical issues faced by psychologists
Create, maintain, and improve systems
  • Develop and maintain all necessary systems for organization and communication (e.g., weekly workflow, inbox & email contact list, client tracker, communication norms with psychologist and defense agencies, document storage, etc)
  • Communicate and coordinate with relevant parties to troubleshoot day-to-day issues as needed (e.g., defense agencies, out-of-custody clients, psychologists)
  • Regularly review and enhance all systems for maximum efficiency and efficacy, both independently and in collaboration with partners
  • Proactively escalate issues to Supervisor as needed and keep Supervisor informed of overall process status and changes
Fulfill baseline Project 180 staff expectations.
  • Regular attendance required. Holiday or weekend work may be required.
  • Maintain and uphold Agency mission statement, values, policies, procedures, and principles.
  • Perform other duties as assigned by the supervisor.
  • Maintain active license and/or registrations as applicable (i.e. BBS, CCAPP)

Skills and Abilities
  • Organization: Able to manage and keep track of many processes, tasks, and items systematically, ensuring that nothing is overlooked or forgotten.
  • Process Management: Skilled in developing systems and processes to manage tasks in complex, highly-constrained environments, ensuring they meet the needs of various stakeholders.
  • Technical Proficiency: Fluent in MS Excel and/or Google Sheets. Quickly learns new systems and technology.
  • Problem Solving: Capable of identifying issues, analyzing potential solutions, and implementing effective resolutions in a timely manner.
  • Attention to Detail: Focused on accuracy and thoroughness in completing tasks, carefully reviewing work to avoid errors and ensure high quality.
  • Communication: Skilled in clearly conveying information and ideas to diverse groups of people, both verbally and in writing; understands and meets customer/client needs and expectations.
  • Proactivity: Takes initiative to anticipate needs and potential problems, acting in advance to address them and continuously seeking ways to improve.
Minimum Qualification
Required:
  • Bachelor’s degree in any field from an accredited college or university. In lieu of a Bachelor’s degree, at least 2 years of experience handling complex processes (e.g., scheduling, organization, etc) in a professional, office-based setting.
  • Experience working with culturally diverse populations.
  • Valid CA driver’s license, proof of insurance and own vehicle required.
  • Must not be on any type of legal supervision (probation or parole).
  • Verification of Employment Eligibility and Background Check.
  • Strong computer skills. Fluent in MS Excel and/or Google Sheets
Preferred:
  • Lived experience with homelessness, mental health/substance use recovery or the criminal justice system.
  • Experience working with the forensic and/or dual-diagnosed populations.
  • Experience working on an interdisciplinary team in a mental health or hospital setting.
  • Spanish-speaking
Supervisory Responsibilities
None.

Environmental Conditions (Working Conditions)
Job duties are to be performed in an office setting.

Physical Requirements
The employee is expected to move about the worksite throughout the day, which may involve walking,
standing, and climbing stairs, or using a mobility device, or similar. The employee is expected to drive,
carry a maximum of 20 lbs, listen, and speak in order to complete job requirements.

Mental Requirements
The employee must be able to do any/all of the following: perform complex and varied tasks such as
synthesizing information and making decisions without immediate supervision; handle routine
distractions, interruptions, noise, and uncontrollable changes in priorities/work schedules; interact
professionally and diplomatically in high-stress situations; create and follow plans; meet deadlines.

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