Program Admissions and Quality Coordinator

• Monitor census and vacancy status within all Residential and Day Programs to support timely admissions and occupancy goals.
• Review referrals received from the Division of Developmental Disabilities (DDD), Support Coordinators, and other referral sources to determine appropriateness of placement within available program openings.
• Maintain ongoing communication with Support Coordinators, DDD representatives, families, and referral sources regarding program vacancies and admissions opportunities.
• Request, collect, and coordinate review of all required clinical and support documentation, including but not limited to ISPs, NJCATs, PCPTs, BSPs, medical information, and other supporting records.
• Coordinate and schedule program tours for prospective admissions and ensure appropriate interdisciplinary team members are available to participate.
• In collaboration with Program Coordinators, BCBAs, nursing staff, and other team members, develop, maintain, and update admission screening and intake tools to ensure consistent evaluation of prospective admissions.
• Facilitate interdisciplinary team review of referral information and screening results prior to admission decisions.
• Coordinate all required admission paperwork and onboarding documentation for accepted individuals and establish admission/start dates in conjunction with program leadership.
• Assist with transition planning and orientation for newly admitted individuals and their families/guardians.
• Organize and participate in outreach events, open houses, and informational sessions for Support Coordinators, prospective participants, families, and community partners to promote agency services and programming options.
• Attend Development and Leadership meetings and provide updates regarding census trends, referral activity, and vacancy status.
• Assist with staffing coverage efforts and recruitment support as needed to maintain program operations.
• Provide temporary oversight and operational support to Residential or Day Programs during Manager or Supervisor absences or vacancies.
• Conduct Quality Improvement (QI) inspections, program audits, and compliance reviews as assigned.
• Assist programs with preparation for DDD inspections, licensing reviews, audits, and other regulatory visits.
• Identify areas requiring corrective action or follow-up and communicate findings to appropriate leadership staff.
• Maintain confidentiality and ensure compliance with agency policies, DDD regulations, and all applicable state and federal requirements.
• Perform other duties as assigned.
• Schedule is Monday-Friday 8:00am-4:00pm (weekends and evenings if needed)

Benefits:

• Medical Dental, Vision benefits
• Retirement Account
• Employee Assistance Program
• PTO
• Tuition reimbursement
• Supportive, Mission-Driven work Environment
• Department Specific Benefits May Apply

• Bachelor’s Degree in Human Services, Business Management, or a related field required.
• Minimum of two (2) years of experience in human services, developmental disabilities services, admissions, program management, or related experience preferred.
• Knowledge of DDD services, residential and day habilitation programming, person-centered planning, and regulatory requirements.
• Experience working with individuals with intellectual and developmental disabilities.
• Strong organizational, time management, and multitasking abilities.
• Excellent verbal, written, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Ability to work independently and collaboratively with interdisciplinary teams.
• Valid driver’s license with acceptable driving record with the ability to travel between program locations as needed.

NECESSARY SPECIAL REQUIREMENTS:

• Employee will be required to complete all clearances as necessary per regulatory requirements.

OTC Services is an EEO and Drugfree Workplace

If you require an accommodation with any part of this application, please email HREmail@otcbc.org

The Program Admissions and Quality Coordinator is responsible for coordinating admissions and occupancy management for Residential and Day Programs serving individuals with intellectual and developmental disabilities. This position serves as a liaison between the agency, Support Coordinators, referral sources, families, and OTC’s internal program teams to facilitate the referral, screening, intake, and admission process.

The Admissions Coordinator also provides operational and quality assurance support to Residential and Day Program leadership by assisting with program oversight during supervisory absences, supporting staffing needs, conducting quality assurance inspections, and assisting with licensing and compliance preparation activities.

This position requires strong organizational, communication, and problem-solving skills, as well as the ability to manage multiple priorities while ensuring high-quality, person-centered services.