Compliance Coordinator

Job Description

Job Description

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.

II. DUTIES & ESSENTIAL JOB FUNCTIONS

• Assure compliance of all standards, including national accreditation, Federal and state licensure, and serve as an internal resource on all applicable regulations.
• Model and act in ordinance with MCHS's Core Values.
• 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 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 are the primary point of contact for PSA Audit processes.  Provides on site support in preparation of and during internal and external PSA audits.
• Ensures that internal and external PSA Audit 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 BCC’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 agency 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 with regards to background clearances and training requirements.  Document findings and communicate to department leadership.
• Complete the training to become a 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.

III. BASIC COMPETENCIES

Required Education and Experience

Preferred Education and Experience

Additional Eligibility Qualifications

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.

V. Other Information

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.

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