Compliance Coordinator

I. JOB SUMMARY

The Compliance Coordinator is responsible for organizing quality improvement activities intended to monitor and provide feedback related to the quality-of-service delivery within the program. This position is responsible for managing implementation and ongoing compliance with the HSS IFR: Standards to Prevent, Detect, and Respond to Sexual Abuse and Sexual Harassment Involving Unaccompanied Alien Children (45 CFR Part 411) and the Office for Refugee Resettlement policies and procedures related to sexual abuse and harassment. The Compliance Coordinator provides support to the LTFC team to ensure that identified essential program functions occur in accordance with state and federal regulations. The Compliance Coordinator is responsible for all training in the LTFC department.

• Assure compliance of all standards, including national accreditation, Federal and state licensure, and serve as an internal resource on all applicable regulations.
• Must provide child-facing services on-site
• Assist staff in implementing, monitoring, evaluating and planning procedures and activities in all service delivery areas and for risk management.
• Identify changes or the creation of new policy and procedures based on both program needs as well as from Federal and State regulation announcement changes. Responsible for updating all documentation in both policy and procedure manuals as well as supporting training materials.
• Draft new training materials as needed.
• Provide trainings that are specific to program needs and policy changes.
• Maintains an understanding of the legal statues that have created the framework of the IFR/PSA including but not limited to Prison Rape Elimination Act, Violence Against Women Act, and Flores v. Reno Settlement Agreement, being able to share the legal background with program leadership to ensure understanding and compliance across program operations.
• Conduct at least monthly facility auditing to confirm posting of required PSA fliers, pamphlets, and brochures in all appropriate places. Document compliance with standards and deliver corrective actions to the program as needed.
• Conduct at least monthly monitoring checks to ensure that required phone numbers are properly programmed, including the UC Sexual Abuse Hotline, Child Protective Services, local community service provider or national rape crisis hotline and other numbers such as consulates or the legal service provider. Add additional phone numbers and accessibility options as identified by program leadership.
• Acts as the primary point of contact for ORR Monitoring and Everstand Monitoring activities.
• Ensures that internal and external ORR Monitoring and Primary Grantee findings and / or related corrective action plans are addressed to achieve compliance.
• Pursue and maintain agreements with external resources including local rape crisis centers, law enforcement, and licensing bodies to coordinate procedures if sexual abuse or harassment is reported.
• Facilitate PSA and ORR Code of Conduct training to staff. Provide consultation to the LTFC team to ensure training materials are updated and relevant.
• Serve as the point of contact for ORR's PSA Coordinator and Everstand’s PSA Compliance Administrator regarding matters relating to ORR Policy Section 4 and / or IFR standards.
• Prepare and submit quarterly reports compiling information received about all incidents and allegations of sexual abuse and sexual harassment that occurred during that quarter. The report also includes details related to ongoing investigations and other pending cases.
• Prepare and submit annual reports detailed aggregate incident-based sexual abuse and sexual harassment data, including the number of reported sexual abuse and sexual harassment allegations determined to be substantiated, unsubstantiated, unfounded, or for which an investigation is ongoing.
• Utilizes data gathered during audit processes as well as quarterly and annual ORR data reports to identify program trends related to sexual abuse and harassment response. Provides ongoing feedback and data to program leadership and ORR related to effective sexual abuse and harassment response methods, including areas identified for improvement.
• Open cases to track any formal concerns received.
• Review and maintain client grievances, ensuring timely response and resolution is executed in collaboration with Program leadership. Provides oversight to the grievance process to ensure resolution and response are documented properly and all aspects of the process meet State and Federal regulations.
• Monitor the entry of data into required agencies and federal databases. Ensure other staff roles are entering data in accordance with regulatory timelines and any catch-up data entry projects are completed.
• Compile and distribute reports as scheduled.
• Ensure all services both rendered and owed to clients are entered into required databases database appropriately and accurately.
• Attend team and program meetings regularly to review statistical data with care team staff
• Develop reports and presentations to present data to various organization teams and leadership committees.
• Complete at least quarterly personnel and training file audits to ensure compliance with all internal, regulatory, licensing and accreditation standards, especially regarding background clearances and training requirements. Document findings and communicate to department leadership.
• Complete the training to become an EHR super user.
• Create and generate reports from the EHR.
• Create and update existing EHR forms
• Create new user accounts for relevant new hire staff and disable unused accounts.
• Provide training for new hires, including account setup and login to the EHR online software.

Required Education and Experience

• Bachelor’s Degree in human service, behavioral science, or social service field, business administration, or business management.
• A minimum of 1 year of documented, progressively responsible experience in the field of child and family services and/or behavioral health care.
• A minimum of 1 year of experience in a direct Quality Improvement role.
• Demonstrated ability to manage and direct project objectives independently via careful operational coordination, planning, and execution.

Preferred Education and Experience

• A master’s degree and four years’ experience in the field.
• Experience with state licensure, federal grant management and national accreditation or familiarity with these processes.
• 3 years documented, progressively responsible experience in the field of child and family services and/or behavioral health care.
• Experience with funding regulations, standards and requirements.
• Knowledge of residential care regulatory requirements a plus.
• Spanish speaking and reading preferred but not required.

Additional Eligibility Qualifications

• Demonstrates knowledge of and familiarity with both Everstand and Office of Refugee Resettlement Policy and Procedures relating to the care and supervision of Unaccompanied Children. This includes knowledge of legal background and authority governing the practice as related to working with Unaccompanied Children.
• Demonstrates familiarity and understanding of medical compliance and data entry standards.
• Must be able to manage and prioritize daily schedules, work effectively in a collaborative style with internal and external stakeholders, team members, managers and executives.
• Ability to read/understand vendor training materials.
• Excellent writing skills. Able to effectively communicate with individuals at various levels of computer skill.
• Ability to lead meetings, prioritize, resolve conflicts, maintain issues lists and manage a project plan required.
• Strong communication and follow-up skills required.
• Proven ability to manage multiple projects, priorities, meet deadlines, multi-task, and think creatively.
• Solid Windows 10 computer proficiency.
• Advanced knowledge of Microsoft Word is required (e.g. mail merge, creating a live table of contents).
• Proficiency in Microsoft Outlook and PowerPoint.
• Ability to keep an electronic calendar (Outlook) is required.
• Ability to obtain and maintain certification in CPR/First Aid.
• Ability to demonstrate the possession of a valid driver’s license prior to employment and ability to maintain the license and operate a motor vehicle thereafter.
• Ability to pass CPS/UII background check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to provide vaccination history or a vaccination waiver from a physician.
• Ability to pass a Tuberculosis Test both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a work-readiness physical performed by a certified medical professional both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Federal and State Fingerprinting Background Check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a drug screen via urinalysis both prior to employment and randomly thereafter.

IV. JOB SETTING

The work environment described here is representative of that which an employee will typically encounter during a normal shift. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MCHS is an equal opportunity employer where employment is based upon personal capabilities and qualifications without discrimination because of race, ethnicity, religion, sex, age, marital status, national origin, disability, sexual orientation, veteran status, or any other protected characteristics as established by law. This policy extends to all policies and procedures related to the recruitment and hiring, compensation, benefits, termination, and all other terms and conditions of employment.

Furthermore, this description is a summary of the responsibilities, duties, skills, experience, abilities, and qualifications associated with this position. It is not an exhaustive list and may be changed at any time at the discretion of the CEO and the Leadership Team. Employment is still considered at-will in which MCHS or the employee may with or without notice, with or without reason terminate employment. MCHS reserves the right to modify job duties or job descriptions at any time.