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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50688601 |
Description Activated On: 2/17/2026 2:03:37 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. The employee in this position works in the Pennsylvania Department of Aging’s Education and Outreach Office. Regional Coordinator serves as a Medicare subject matter expert providing programmatic oversight and support to the local State Health Insurance Assistance Programs (SHIPs) located in one of four regions. SHIP provides education and counseling to Pennsylvania Medicare beneficiaries through staff and volunteers based out of 52 local Area Agencies on Aging (AAAs) that serve Pennsylvania’s 67 counties. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. The Regional Coordinator position is an integral part of SHIP program structure that supports a community-based network of SHIP offices housed in AAAs that provide counseling services for Pennsylvania’s Medicare Beneficiaries. This position reports to the SHIP director and oversees SHIP services within one of four regions as assigned. Regional Coordinator should expect to travel a minimum of two days per week. This position helps programs to plan, receive, and allocate cooperative and competitive grants and contracts. The position applies the principles of formula funding in order to identify appropriate strategies specific to each county (e.g., providing for remote counseling services in a rural location), prepares and reviews allocation plans, ensures that monies are spent in accordance with program regulations, collects and analyzes data, and ensures that accurate reporting is conducted where services are rendered for the purposes of planning and making further recommendations for program and policy improvement. 50% - Interpret and apply SHIP policies, standards, and procedures in the oversight and support of local SHIP programs on the day-to-day operations of the programs within region of responsibility •Travel to local SHIPs within region of responsibility at least two times per year to conduct site visits: •Ensure compliance with SHIP policies, program directives, standards, and procedures. •Monitor the efficiency of operations and customer service. •Ensure confidentiality of workplace environment for consumer counseling activities. •Assess staff and volunteer programmatic needs and engagement activities. •Build and maintain relationships with key agency personnel and leadership. •Travel to local agencies within region of responsibility as needed to onboard new staff and conduct observations/provide shadowing opportunities. •Bi-weekly one-one-one communication with local coordinators: •Guide local programs on expectations, priorities, and best practices. •Updates on implementation of outreach activities and initiatives. •Solicit feedback on initiatives and procedures. •Monitor and ensure local program contingency planning is current. •Monitor local programs’ reporting and data entry for accuracy and timeliness. •Act as short-term back up coordinator/counselor for local programs as needed for vacancies, extended leave, or during high volume periods. •Act as short-term back up to cover regional coordinator vacancies or extended leave in other regions. •Research and analyze data related to local program performance and recommend policy and procedures for performance improvement for the statewide SHIP program. •Review and approve local program annual spending plans and provide related technical assistance. •Prepare work plans, performance improvement plans, and timelines to assist local programs in completing outreach initiatives, resolving issues, and achieving compliance. •Assist local programs with complex situations and file consumer complaints through Complaint Tracking Module. •Act as an intermediary between Medicare beneficiaries and Medicare/private health insurance plans. •Facilitate local program Medicare Unique ID requests to SHIP Director. •Support local program efforts in the recruitment, training, management, and recognition of volunteers. •Collaborate with the statewide and other regional coordinators to identify needs and provide technical assistance to the local programs and provide feedback to the SHIP director. •Perform quality assurance checks of cost data entered by programs within assigned region. •Gather and compile local program information as requested by SHIP Director in a timely manner. •Assist the SHIP Director in preparing all components of the SHIP grant application, incorporating the information obtained from local SHIP programs. In the absence of the SHIP Director or Statewide Coordinator, prepare the entire SHIP grant application package and work with PDA’s Authorized Representative to submit the application as indicated in the grant instructions. As well as prepare and submit semiannual and final SHIP reports as required by ACL. 30% -Training, Materials, and Webinars for local SHIPs within region of responsibility •Stay current with job relevant knowledge and essential skills on all related Medicare topics and changes impacting the job. •Train new staff and volunteer counselors either at in-person events within the region of responsibility or via virtual format for statewide events. •Conduct on-going training, timely Medicare updates, and educational webinars for SHIP staff and volunteers to improve subject matter knowledge and counseling skill development. •Plan, coordinate, develop materials for, and conduct trainings and monthly educational webinars for the SHIP network at the local and regional levels. •Collaborate with statewide and other regional coordinators in the development, coordination, and delivery of program materials- manuals, guides, flow charts, desk guides. 10% - Public Outreach, Events, and Presentations within region of responsibility •Facilitate community awareness and beneficiary engagement by promoting the SHIP program through and by conducting Medicare-related educational presentations and speaking engagements, enrollment events, informational meetings, volunteer recruitment campaigns, and various marketing, media, and public relations activities held in-person and virtually. •Coordinate targeted and statewide outreach initiatives as directed by the SHIP director. •Ensure consumer satisfaction surveys for presentations are administered, collected, and sent to federal resource account. 10% - Partnership collaboration within region of responsibility •Develop and maintain cooperative, positive, and constructive working relationships with Centers for Medicare & Medicaid Services, Social Security Administration, Pennsylvania Insurance Department, PA’s Healthcare Marketplace, County Assistance Offices, state and federal legislative offices, county and local government offices and other community partners, agencies, and organizations in the region of responsibility. •Expand collaborative efforts through public and private partnerships to educate consumers about Medicare related health care decisions. Other duties as assigned. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. The employee has considerable independence in making appropriate decisions in this position and must determine priorities in order to accomplish assigned work goals. Determines compliance with SHIP policies and proactively offers training and redirection to local programs based on these policies. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Using virtual meeting platforms such as ZOOM, Webex, and Microsoft Teams Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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