Key Responsibilities and Required Skills for Day Program Coordinator

🎯 Role Definition

The Day Program Coordinator leads and manages daily operations of an adult/child day program that promotes independence, community participation, and skill development. This role develops structured daily activities and individualized supports, supervises direct care staff, ensures regulatory compliance (HIPAA, Medicaid, state licensing), tracks program outcomes, manages budgets and logistics (transportation, supplies), and collaborates with families, case managers, and community partners to deliver person-centered services.

Keywords: Day Program Coordinator, adult day services, developmental disabilities, person-centered planning, community integration, program management, behavior supports, case management, Medicaid, regulatory compliance.

📈 Career Progression

Typical Career Path

Entry Point From:

Direct Support Professional / Direct Care Staff
Activities Coordinator / Program Assistant
Case Manager or Behavioral Technician

Advancement To:

Program Director / Day Services Director
Clinical Services Manager / Case Management Supervisor
Operations Manager for Community Services

Lateral Moves:

Supported Employment Coordinator
Community Outreach Coordinator
Intake and Referral Coordinator

Core Responsibilities

Primary Functions

Develop, implement, and manage a daily schedule of therapeutic, educational, vocational and recreational activities that align with each participant’s individualized service plan (ISP) and measurable goals to promote independence and community integration.
Assess new referrals and conduct comprehensive intake assessments including functional needs, medical requirements, behavioral supports, mobility/transportation needs, and social goals to determine program fit and necessary accommodations.
Create, update and monitor Individualized Service Plans (ISPs), behavior support plans (BSPs), and goal tracking documents in coordination with participants, families, guardians, case managers, and clinical staff to ensure person-centered outcomes.
Supervise, train, and evaluate direct care staff and activity specialists; develop staff schedules, delegate daily tasks, provide coaching and performance feedback, and ensure appropriate staff-to-participant ratios.
Ensure compliance with federal, state, and local licensing standards, Medicaid service requirements, OSHA, HIPAA, and agency policies; prepare for and lead regulatory inspections and quality assurance audits.
Maintain accurate and timely documentation of participant progress, incident reports, medication logs (where applicable), attendance, service delivery records, and billing documentation in electronic health record (EHR) systems.
Coordinate transportation logistics with families, vendors, and internal teams to ensure safe, timely arrival and departure of participants and to support community-based outings and vocational placements.
Administer or oversee medication administration protocols, ensure medication storage and documentation are compliant with regulations, and facilitate staff training and competency checks regarding medication safety.
Monitor program budget, track expenditures for supplies, staffing, and contracted services, prepare monthly budget reports and assist with grant reporting and funding proposals when applicable.
Lead participant-centered activities that develop daily living skills, socialization, vocational training, and community engagement while adapting activities to meet varying cognitive, physical, and behavioral needs.
Implement behavior management strategies and crisis intervention techniques; supervise de-escalation efforts and review incidents to update BSPs and staff training plans.
Design and implement continuous quality improvement initiatives by collecting outcome data, measuring progress against service goals, identifying service gaps, and deploying action plans to improve participant outcomes.
Build and maintain strong relationships with families, guardians, case managers, schools, employers, clinicians and community partners; facilitate regular family meetings and multi-disciplinary team meetings to review progress and service needs.
Recruit and onboard new program staff and volunteers; coordinate background checks, credential verification, orientation, and role-specific training including CPR/First Aid and person-centered care.
Coordinate vocational and volunteer opportunities, internships, and community partnerships to expand participants’ access to work experience, skill-building, and social inclusion.
Ensure safe and accessible program environments by supervising facility maintenance, adaptive equipment needs, and safety protocols; develop and practice emergency preparedness plans and evacuation procedures.
Oversee participant intake, enrollment, scheduling and waitlist management; communicate clearly with referral sources to expedite placements and maintain program capacity.
Prepare detailed reports for agency leadership, funders and regulatory bodies including incident analyses, service utilization metrics, quality reviews, and recommendations for program improvement.
Facilitate culturally responsive programming and accessibility accommodations, ensuring services are inclusive for participants with diverse backgrounds, communication needs and physical abilities.
Develop and deliver ongoing professional development plans for staff, including in-service training on person-centered planning, trauma-informed care, cultural competency, and behavior supports.
Evaluate and document progress on participant goals using objective metrics; adapt interventions and activities based on data, team input and family feedback to maximize effectiveness.
Manage conflicts and grievances involving participants, families and staff by conducting investigations, documenting findings, instituting corrective actions and following up to ensure resolution.
Maintain confidentiality of participant records and personal information, adhering to HIPAA and organizational privacy policies while facilitating appropriate information-sharing for care coordination.

Secondary Functions

Collect program-level data, produce regular outcome dashboards and KPIs (attendance, goal attainment, incident rates) to support leadership decisions and grant compliance.
Support outreach and marketing activities to increase program referrals, including community presentations, open houses, and maintaining an up-to-date web and social media presence.
Assist with coordination of special events, seasonal programs, family engagement nights and holiday activities that build community and strengthen participant/family relationships.
Participate in multi-disciplinary case conferences to coordinate services with behavioral health clinicians, therapists, vocational specialists and external providers.
Identify and pilot evidence-based interventions or new activity models that increase participant engagement and skill acquisition.
Maintain inventory of program supplies, adaptive equipment and community resources; coordinate vendor relationships and procurement as needed.
Support ad-hoc reporting requests for quality assurance, funders, and executive leadership and contribute to program planning and strategic goal-setting.

Required Skills & Competencies

Hard Skills (Technical)

Person-Centered Planning: Demonstrated ability to develop and implement ISPs and individualized supports tied to measurable outcomes.
Case Management & Care Coordination: Experience coordinating services across healthcare, vocational, and social service systems.
Regulatory Compliance: Knowledge of Medicaid Waiver rules, state licensing, HIPAA, OSHA and documentation standards for day services.
Behavioral Supports & Crisis Intervention: Skilled in creating and implementing BSPs, Positive Behavior Support (PBS) strategies, CPI or equivalent crisis management techniques.
Electronic Health Record (EHR) Systems: Proficiency with documentation and billing in EHRs or case management systems (examples: Therap, Netsmart, WellSky, or similar).
Medication Administration Oversight: Knowledge of medication administration protocols, medication logs, and training/monitoring of staff.
Program Reporting & Data Analysis: Ability to compile program metrics, prepare outcome reports, and use basic Excel or Google Sheets for tracking and dashboards.
Budget & Resource Management: Experience monitoring program budgets, purchasing supplies, and managing vendor relationships.
Transport & Logistics Coordination: Experience arranging transportation services, coordinating schedules and ensuring safety protocols for travel.
First Aid & Safety Certifications: Current CPR/First Aid certification and familiarity with safety and infection control practices.

Soft Skills

Strong interpersonal and communication skills for collaborating with participants, families, staff, and external partners.
Leadership and supervisory skills including coaching, mentoring, and performance management.
Cultural competency and empathy to support diverse participants and families with dignity and respect.
Problem solving and critical thinking to adapt plans when participant needs change.
Organizational and time-management skills to juggle scheduling, documentation, and staff oversight.
Conflict resolution and de-escalation skills to manage disputes and incidents effectively.
Initiative and continuous improvement mindset to identify service gaps and implement enhancements.
Patience, resilience and emotional intelligence working with individuals with complex needs.
Attention to detail for accurate documentation, reporting, and compliance.
Collaborative team orientation and ability to facilitate multi-disciplinary meetings.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED required; Associate degree in human services, social work, psychology or related field preferred.

Preferred Education:

Bachelor’s degree in Social Work, Human Services, Psychology, Rehabilitation Counseling, Special Education, Public Health, or related field.

Relevant Fields of Study:

Social Work
Human Services
Psychology
Special Education
Rehabilitation Counseling
Public Health

Experience Requirements

Typical Experience Range: 2–5 years of progressive experience working in adult day services, developmental disability services, mental health programs, behavioral health, or related community-based programs.

Preferred:

3+ years supervisory or lead experience in a day program or similar residential/community service setting.
Experience with Medicaid waiver programs, state licensing, or nonprofit program management.
Prior experience writing ISPs, BSPs, and conducting outcome-driven programming preferred.