IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the "status-quo" and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life. With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission. IOA is seeking a Program Coordinator to join its team in San Jose. The Program Coordinator is responsible for providing lead administrative support to the care management team and manage data entry and medical records in multiple client and administrative databases for Community Living Services (CLS). ESSENTIAL JOB FUNCTIONS: Program admin related: * Conduct annual internal chart review for Community Living clients; document and report on findings. * Maintains client charts including preassembly of charts; manage transfer of archived charts to off-site secure storage unit; maintain routing forms and storage tracking binder. * Maintain care management databases by enrolling and terminating clients as needed, updating client information, emergency contacts, and Medi-Cal eligibility. * Maintain Client Emergency Information forms and monthly reports for CLF and IOA CM clients; monitor forms and reports on a regular basis. * Manage the orientation and onboarding needs of every new hire for programs; ensure all orientation meetings and technology needs are met prior to start date. * Distribute all incoming mail; stamp and send outgoing mail. * Manage the order of office supplies for Community Living; always ensure an adequate amount of office supplies. * Manage office supply order budget/balance spreadsheet for all programs. * Update calendar listing program events and meetings. * Create and replenish enrollment/re-assessment forms/client packets; always ensure an adequate amount of all program related forms. * Take meeting minutes and distribute to team Program Referrals related: * Initiate telephonic contact with newly eligible enhanced care management potential clients after authorization received by the health plan. * Complete face to face visits to enroll clients if needed * Engage in culturally and linguistically appropriate client services as part of community served by program. * Responsible for providing education to potential clients and community organizations about program and services provided. * Obtain consent to receive services and enroll new clients. * Maintain contact with new enrollees until engagement with lead care manager. * Ensure accurate and timely documentation in program's electronic health record of all outreach activity. * Maintain open communication with supervisor to track referral and enrollment statuses across programs. * All other reasonably related jobs as assigned. REQUIRED QUALIFICATIONS: * Bachelor's degree required. * Intermediate level skill in using MS Office software programs, particularly Word and Excel. * Organized, detailed oriented, and capable of meeting deadlines. * Ability to successfully provide clerical and administrative support and maintain a level of confidentiality. * Individual must have strong analytical, problem solving, and communication skills; must possess the ability to communicate effectively in writing and in person. * Good interpersonal and customer service skills. * Interested in working in a multicultural environment and social services field. * PREFERRED QUALIFICATIONS: * At least one-year experience in administration and direct services provided to the frail elderly and adults with disabilities preferred. * Bilingual is a plus. * PHYSICAL & LANGUAGE REQUIREMENTS: * Ability to lift, transfer, push/pull, maneuver, and re position 25 lbs. * Ability to reach, bend and walk. * Five finger manipulation. * Ability to comprehend complex materials. * Ability to speak and write English clearly and accurately. * For CLF, generate monthly SNF discharge report, monthly home visit report, monthly re-assessment report, and quarterly caseload report. * Generate weekly client flow reporting and update monthly Ops dashboards * Maintain and facilitate necessary CCT tracking, monthly reporting and necessary follow up * Coordinate and collaborate with Medi-Cal biller and case managers around CCT documentation * Annual review of CLF and policy and procedures manual; update manual as needed and advised. * Mail welcome letters and termination letters to clients for all programs. * Verify the entry of progress notes in database ensuring correct termination documentation and documents are in compliance with city/state requirements. * For DAAS funded programs only, notify DAAS of all closed cases and reasons for termination. * Consolidate client's medical records and financial files upon termination. * Together with the Quality Improvement department, conduct telephonic satisfaction surveys with active clients and track responses; serve as quality assurance liaison to QI department. * Update program forms and create e-file for standard documents. * Maintain program internal contact lists and division-wide contact list. * Assisting with home set-ups orders and food box deliveries for clients discharging from institutions * All other reasonably related jobs as assigned. COMPENSATION: Range: $ 25 - 31/hourly This amount is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education and other factors. This range does not include any additional equity, benefits, or other non-monetary compensation which may be included. We encourage you to learn more about IOA by visiting us here. IOA reserves the right to adjust work hours or duties when appropriate. Institute on Aging is an Equal Opportunity Employer. Institute on Aging is committed to cultivating a diverse and inclusive work environment and providing equal opportunities to all employees and job applicants without regard to age, race, religion, color, national origin, sex, sexual orientation, gender identity, genetic disposition, neuro-diversity, disability, veteran status or any other protected category under federal, state and local law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.