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Residential Services Coordinator (P/T Flex 20-37.5) - Martha’s Place

Catholic Community Services of Western Washington

Catholic Community Services of Western Washington

Mt Vernon, WA, USA
Posted on Tuesday, March 19, 2024

Program Manager IV

Job Locations US-WA-Tacoma
Posted Date 1 week ago(5/23/2024 6:29 PM)
Job ID
2024-7756
# of Openings
1
Category
Hidden (21942)
Hiring Manager
Faatima Lawrence

Overview

$32.21 - $40.27 HR/DOE

Join our Team! We offer an excellent benefits package!
3 weeks vacation * 12 days sick leave * 13 holidays* medical * dental* vision* life insurance * LTD * AD&D * pension * 403b * catastrophic & accident ins *

The Program Manager is a senior role in the HAS Department and has management responsibility of programs with a total budget of over 7 M dollars, 95 FTE employees, serves 2100 meals per day and sleeps 102,000 clients per year combined at Nativity House Shelter, Stability Site and Benedict House Shelter. Responsible for the support in managing the personnel and operations for Nativity House Day Shelter, Night Shelter, Stability Site, Benedict House, Puyallup Hotel Sheltering Program, Case Management Program, and Medical Respite Programs. The Program Manager is responsible for supporting the Director of Homeless Adult Services by monitoring and reporting key financial and other performance indicators, negotiating and managing contracts, and ensuring contract compliance. Key tasks will include monitoring financial and contract performance in relation to complex braided funding streams (including Medicaid) and associated reporting requirements. These elements will be actively managed to ensure revenues are maximized within contract constraints, ensure financial and services reporting is accurate and completed in a timely manner, and ensure contract deliverables (including reporting requirements) are accurate and completed in a timely manner. The Program Manager will also develop program budgets, and closely monitor and report on financial performance.

Responsibilities

MAJOR DUTIES AND RESPONSIBILITIES

A. HAS Programs Direct Oversight

  • In coordination with the Director of HAS and agency leadership, effectively manages the development and coordinated delivery of services to homeless adults for all programs under HAS (Benedict House, Stability Site and Nativity House Shelter) in accordance with the mission, vision, and core values of the Agency. Also stands in when the Director of HAS is out or unavailable to make informed decisions for contracts and staff needs.
  • Responsible for ensuring that the HAS programs operates in accordance with agency policies, procedures; local, state, and federal requirements, and all regulatory obligations.
  • Oversees day-to-day program operations and services while supervising and training program staff around specific service related issues.
  • Works in collaboration with HAS senior leadership in strategic planning, program development, and community relationships
  • Promotes a productive, enjoyable, and diverse work environment.
  • Ensures adequate staffing, oversees recruitment, hiring, interviewing, and training of HAS open positions.
  • Sets up, monitors, and manages program systems such as communication, problem solving, conflict management, program assessment, and implementation.
  • Works with staff in all four programs to develop a coherent, congruent mission focused sense of collaborative teams and workplace community that provides a foundation in which the mission of CCS is best embodied.
  • Oversees and coordinates facilities maintenance and repair in all four programs.
  • Works with program staff to set up maintenance and repair policies and procedures, and identify ongoing and routine maintenance and repair issues. Coordinates with the facilities manager and facilities staff to address maintenance and repair issues.

B. Fiscal Management

  • Development and management of annual budget with the Director of HAS
  • Oversee monthly and quarterly assessments and forecasts of Nativity House financial performance against budget, financial and operational goals.
  • Oversee short and long-term financial and managerial reporting in a timely manner to internal and external parties.
  • Develop long-range forecasts and maintain long-range financial plans.
  • Assist division leadership with annual audits.
  • Compile, review and forward monthly indicator reports to division leadership team to ensure that operations are maintained within budget limits.
  • Works with Grants Manager and other division leadership to identify performance indicators needed to prepare and report adequately to funders and monitoring agencies.
  • Ensure all reports are completed on a timely basis. Complete reports for all funding sources.
  • Ensure expense and activities are aligned with contract requirements in a way that maximizes service quality and revenues.

C. Contracting

  • Ensure fiscal and reporting compliance with all contracts
  • Assist Director in contract negotiations and contract development


D. Customer/Community Relations

  • Participates in program related community collaborations and meetings: Maintains collaborative relationships with the Tacoma Pierce County Coalition to End Homelessness, City of Tacoma, Pierce County, Tacoma Health Department and Hospital Providers for Respite Contracts.
  • Improve customer service experience, create engaged customers, and facilitate organic growth.
  • Direct Oversight of HAS service related issues and resolution
  • Develop service procedures, policies and standards and deploy strategies focused towards adhering to those standards alongside Director of HAS
  • Direct oversight of HAS Grievance program
  • Interacts with HAS customers to provide information to address inquiries regarding services through internal Grievance program and through other activities.
  • Oversees fact finding investigations and Campus Relations.
  • Develop external relationships with appropriate contacts, e.g. IT, accounting firm, and human resources.

E. Services and Supplies Department Management

  • In charge of inventory control and service contractors for all of HAS program facilities. Will lead the team of Site Supervisors to receive and record new supplies in support of budget reports. Maintain a good working relationship with suppliers by communicating and dealing with concerns or problems, such as a delay in an order being processed. Constant awareness of other available suppliers in the area who may be willing to provide HAS with supplies and services at a better cost.

    Budget Expenditure Oversight
  • Assist in Oversight of all Service contracts
    • Janitorial
    • Security
    • Any additional services contract that HAS identifies
  • Evaluate suppliers to achieve cost-effective deals and maintain trust relationships

F. Safety Management

  • Monitors and reports on Safety and Health performance throughout the program
  • Ensures that different shelters meet safety and health requirements and apply corrective measures if necessary.
  • Creates department policies, investigates cases of accidents, and implements mitigation procedures for HAS operations.
  • Participates in the development of curriculum for trainings for HAS programs.
  • Develop and execute health and safety plans in the shelters according to CCS’s guidelines.
  • Safety Management Ensures the following:

1) Overseeing physical security equipment.

2) Reviews departments Incident reports.

3) Conducts post-accident investigation & prepares report identifying possible accident causes and hazards for use by CCS personnel and senior management.

4) Plans and implements training for employees in work site safety practices.

5) Handle worker’s compensation claims

6) Recommend solutions to issues, improvement opportunities or new prevention measures in QI and COG activities

G. Strategic Planning

  • Responsible for planning and directing Nativity House strategic and long-range goals.
  • Works closely along-side our Grants manager for new funding revenues.
  • Conducts organizational reviews to identify strengths and weaknesses and to evaluate operational effectiveness.
  • Makes recommendations based on emerging trends, expansion opportunities, competitive threats, viability of outside business partners, and internal business process improvement.
  • Responsible for all Emergency Operations. Including overflow operations alongside the Director of HAS.

H. Perform other duties as assigned.


II. SUPERVISION

A. Supervises and trains program staff in all four programs.

  • In coordination with Director of HAS and program supervisors oversees hiring, day today supervision, disciplinary actions, terminations, and other staffing related concerns.
  • Titles of programs supervised:
  1. Stability Site
  2. Nativity House Day Shelter
  3. Nativity House Night Shelter
  4. Benedict House
  5. Respite Program
  6. Puyallup Hotel Sheltering
  7. Case Management
  • Titles of employees directly supervised: 8 Staff
  1. Nativity House Day and Night Shelter Supervisors ( 2)
  2. Benedict House Supervisors ( 1)
  3. Stability Site Supervisors ( 2)
  4. Case Manager Supervisor (1)
  5. Respite and Nativity House Apt. Resident Coordinator Supervisor ( 1)
  6. Operations Coordinator (1)
  • How many employees report to you through employees you supervise?
  1. 95 FTE

Qualifications

Minimum Qualifications

  • Bachelor’s degree in social services or a related field, or five or more years’ experience in internal shelter operations, with at least three in a supervisory capacity.
  • Understanding of problems homeless people often face, including alcohol and drug abuse, mental illness, domestic violence, and long-term homelessness.
  • Demonstrated ability to develop and implement policies and procedures that comply with contract requirements.
  • Ability and willingness to work in a team environment and promote a positive team spirit.
  • Demonstrated strong financial and organizational skills with exposure to non-profit accounting and financial reporting requirements;
  • Excellent interpersonal and customer service skills.
  • Excellent oral and written communication skills
  • Strong organization skills and the ability to multi-task and handle multiple priorities under stressful circumstances
  • Good computer skills and experience including Microsoft Word, Excel and Access at an intermediate skill level. Database experience.
  • Ability to work as a member of a team and support other staff as requested.
  • Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services and a knowledge of and commitment to working within the Social Teaching of the Catholic Church.
  • Support and contribute to a creative, collaborative and respectful environment that promotes teamwork
  • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations

Preferred Qualifications

  • Master’s degree or higher in Social Work or a related field.
  • 5 Years management experience in a Social Services setting.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer

Please let us know if you need special accommodations to apply or interview for this position.

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