Boston Senior Home Care
  • Boston, MA, USA
  • Full Time

Job Title:                    Program Coordinator

Business Unit:           Administration

Department:               Personal Care Attendant (PCA 511)

Reports To:                PCA Program Manager

FLSA:                         Non-exempt

Classification:            Full-time (35 Hours)

Grade:                         8

Starting Salary:   $39,923 - $49,903 (commensurate with experience)





Provide administrative support for the Boston Senior Home Care's Personal Care Attendant Program (PCA). Ensure efficient operation of the program by providing support to the PCAProgram Manager and to PCA team members. Maintain office systems and ensure that these systems along with program policies and practices are administered effectively and make changes, as needed, to ensure the smooth operation of the program. Perform various administrative functions including: processing referrals and preparing monthly statistical and other reports, as needed. Communicate effectively with internal and external contacts. This position also functions as part of the Direct Care Administrative Support team to ensure the smooth operation of the direct care unit and the Agency as a whole.


This position requires the ability to multitask, prioritize and manage complex projects with accuracy and attention to detail. The Program Administrator is responsible for working collaboratively within the PCA department in a professional manner.


Essential Responsibilities:

Essential Job functions: Duties _______ through _______are designated as ADA Essential Functions and must be performed in this job. All other job duties are secondary functions. [TBD]


  1. Entering all new consumers into PCA and FI database on a daily basis as well as creating unique folders for each consumer within the BSHC shared drive including Mass Health required documents
  2. Creating PCA Intake kits and Welcome kits as needed.
  3. Maintain PCA policy and procedure manuals and familiarity with all BSHC program and their policies
  4. Works with BSHC fiscal department to coordinate monthly billing and statistical data necessary to bill Mass Health
  5. Run reports on a daily basis to capture new referrals from Boston Elder Info (BEI) and internal referrals from case managers
  6. Coordinate the flow of the PCA referral from start to finish including but not limited to obtaining Physician prescription for PCA, assigning initial/annuall evaluations to RN, making OT referrals, and uploading to the Mass Health Prior Authorization Unit
  7. Produce monthly and as needed tracking reports including but not limited to FST visits, PA due dates, active consumers, etc
  8. Track progress of consumer through the application process via reporting mechanisms
  9. Maintain the physical files for PCA consumers
  10. Oversee day-to-day administrative operations in an efficient and effective manner and provide ongoing, and as needed, administrative support to PCA Program Manager and team members
  11. Follow up with the PCA Program Manager regarding the status of projects and information gathering and ensure deadlines are met
  12. Maintain Administrative Procedures Desk Manual, and update, as needed, to ensure the smooth and efficient operation of the program
  13. Maintain updated PCA policy and procedure manuals and be familiar with MassHealth, EOEA, and BSHC policy and procedures
  14. Prepare and submit required daily, weekly, and monthly reports
  15. Answer and screen telephone calls, and provide assistance to callers
  16. Organize and maintain the PCA forms cabinet
  17. Type documents and proofread letters and memos before mailing, including outreach letters
  18. Make appropriate decisions independently and maintain confidentiality when required.  
  19. Coordinate, order, and maintain outreach materials, forms, and supplies
  20. Prepare desk for new team members
  21. Coordinate and attend team meetings, prepare meeting agendas, and maintain meeting minutes;
  22. Participate in collecting, preparing and summarizing information for management and MassHealth
  23. Organize and keep resource information current
  24. Assist with internal audits such as reviewing and tracking records
  25. Perform other duties as assigned by the Program Manager


  • The ability to maintain client, team members and program confidentiality.
  • Strong administrative skills and knowledge of office procedures and equipment.
  • Must be proficient in computerized business applications including Microsoft Office Programs such as Word, Excel and Outlook.
  • Excellent internal and external customer service.
  • Superior written and oral communication, organizational and time management skills and attention to detail.
  • Ability to work both autonomously and a member of an interdisciplinary team.

 Supervisory Responsibility:

This position does not have supervisory responsibilities.

 Work Environment:

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

 Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • The employee must be able to carry a 15 to 20 pound load
  • The employee is regularly required to talk or hear.
  • The employee is required to stand, walk, use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work:

This is a full time position. Days and hours of work are Monday through Friday 9:00 a.m. to 5 p.m.



This position required up to 25% travel.

Must be able to travel to the community to perform visits at consumers' homes (may have limited accessibility), and travel under all weather conditions.


Required Education and Experience:

  • Associate degree in business administrative or four years equivalent experience in a mid-to high level support position preferred.


Additional Eligibility Qualifications:

None required for this position


Work Authorization/Security Clearance

Must clear CORI background check


AAP/EEO Statement:

Equal Employment Opportunity/Affirmative Action/Male/Female/Veteran/Disabled Boston Senior Home Care affirms and supports diversity and inclusion in our workforce.


Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.




Boston Senior Home Care
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