The Executive Program Coordinator at Shepherd's Heart Veterans' Home provides essential facility supervision, security, and administrative support to homeless Veterans transitioning to independent living. This role ensures a safe, compliant, and trauma-informed community living environment while maintaining strict organizational and clinical compliance standards.
Key Responsibilities
Facility Security & Compliance Rounds
- Routine Audits: Execute thorough, multi-floor physical security and cleanliness inspections (Daily Rounds Checklist) at mandated intervals.
- Infrastructure Logging: Audit and document the temperature settings of the facility's community, medication, and biohazard refrigerators daily.
- Property Inspections: Conduct bi-weekly residential room checks to verify organizational compliance, safety, and lack of contraband.
- Curfew Enforcement as required: initiating immediate tracking protocols for missing individuals.
- Deficiency Reporting: Catalog property maintenance, environmental, or safety issues using the official administrative Google Sheets reporting template.
Clinical & Medication Management
- Controlled Substances: Securely manage, inventory, and document controlled narcotic and non-narcotic prescriptions within the program safe.
- Distribution Logs: Independently execute multi-step medication verification counts alongside residents, enforcing witnessed ingestion and mandatory signature tracking.
- Health Collaboration: Review the Medication Log Sheets weekly alongside the Program Nurse to identify discrepancies and mitigate errors.
Drug Analysis Unit (DAU) Operations
- Specimen Collection: Facilitate weekly random urinalysis and instant point-of-care drug/ethanol testing while respecting resident privacy guidelines.
- Data Integration: Maintain clinical chain of custody by cross-referencing demographic data, logging lab trends, and updating regional VA database notes.
- Medical Logistics: Securely pack, inventory, and physically transport lab specimens to the local VA Medical Center Laboratory following transit guidelines.
Admissions, Offboarding, & Case Support
- Intake & Orientation: Assemble VA Blue Binders, provide local community transit orientation, and complete demographic profiles for newly admitted residents.
- Electronic Health Records: Input operational data, client demographic updates, discharge schedules, and incident forms utilizing BestNotes (BN) software.
- Incident Accountability: Draft and dispatch formal Electronic Incident Reports (IR) regarding policy violations or emergencies to the Director and VA Liaisons within strict shift boundaries.
- Financial Administration: Administer baseline service fee protocols, generating financial receipts for programmatic accounting when designated directors are unavailable.
Vehicle & Emergency Logistics
- Safe Operations: Drive the organizational transport van responsibly, complying with defensive driving restrictions and ensuring zero electronic device usage while in motion.
- Emergency Asset Checks: Complete monthly safety inspections of physical fire extinguishers, AED devices, exit pathway lighting, and floor-level Narcan supply stations.
Required Qualifications & Competencies
- Military Culture Alignment: Knowledge of veteran-specific transition structures, PTSD/TBI trauma-informed care priorities, and Housing First pathways.
- Licensures: Possession of a valid driver's license with a clean driving record.
- Data Integrity: Mastery of strict HIPAA privacy practices, personal identifying information (PII) safeguards, and absolute programmatic confidentiality.
- Operational Demands: Capability to complete flexible shift patterns encompassing partial day, evening, holiday, and overnight assignments.