SPECIAL SERVICE FOR GROUPS

JOB ANNOUNCEMENT

FLSA: Non-Exempt, Full Time Supervisor: Program Manager

Summary

Under the direction of the Employment & Education Manager, the Program Coordinator will have primary responsibility for implementation of special projects in coordination with vendors, technology companies, and local government agencies. S/he will provide oversight and direction to new and upcoming projects for SSG/HOPICS. The Program Coordinator is expected to exercise discretion and independent judgment when implementing and coordinating tasks customarily and regularly for HOPICS and must have the ability to handle shifting priorities and multiple projects independently.

Essential Functions

• Serve as the primary liaison for development and implementation of the Tuition and Incentive Program that require immediate attention and collaboration with the program partners.
• Communicate important updates to all stakeholders including participants, partners and funder.
• Maintain and update TIP tracker on a daily basis.
• Work collaboratively with the Data and Performance Team to track data and provide updated reports on a weekly basis.
• Correspondence, both written and verbal, with participants and document any encounters within 24-hours on TIP tracker.
• Coordinate internal and external communications regarding initiatives of the project and between various key decision makers and stakeholders.
• Inform the design and implementation of project workflows and support the iterative process as needed.
• Coordinate with various members of the project team and the partner to develop a timeline, create schedules, and oversee progress to make sure goals are met on time.
• Participate in project design meetings and propose improvements if necessary.
• Manage project-related paperwork by ensuring all necessary materials are current, properly filed and stored.
• Schedule weekly and monthly meetings with certifying agencies, Tarzana Treatment Center and Substance Use Prevention & Control (SAPC).
• Prepare meeting agendas and take meeting notes.
• Adhere to budget by monitoring expenses and implementing cost-saving measures.
• Maintain accurate participant files; collect and report data as needed for reports and evaluation.
• Prepare reports with executive summaries, detailed information, data analysis and recommendations.
• Maintain knowledge of trends, best practices and new technologies in the field of project management and submit suggestions for how this knowledge can be applied to the organization’s operations and direct services departments.
• Perform duties based on professional practice with State/ Federal Government contracts and grants.
• Submit weekly and monthly reports in a timely manner.
• Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values.
• Attend in all mandatory program and division meetings and trainings, as assigned by his/her supervisor and division director.
• Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS Core Values.
• Represent the Agency in a professional manner at meetings and community events.
• Maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2 and other funding requirements for audit purposes.
• Regular attendance required.
• Other duties as needed.

Secondary Functions

Perform other duties as assigned by Billing and Compliance Manager. Overtime, holiday,

weekend work may be required.

Minimum Qualifications - Knowledge, Skills and Abilities Required

Bacholor’s Degree from an accredited college or university, minimum of three to five years of project management or administrative specialist experience working in a non-profit or social service environment. Basic knowledge of Microsoft Word, Excel, and Internet. If in recovery, a minimum of three (3) years of being drug and alcohol free is required. Knowledge of basic filling structure, ability to organize and manage multiple priorities. Ability to do concise documentation and effectively communicate in written and verbal form. Experience working with homeless families and the ability to work with clients from diverse culture, ethnic and socio-economic backgrounds. Neat and professional appearance. Attention to detail and punctuality are required; Ability to communicate effectively, both written and orally required. TB test, CPR and First Aid certification required. Full COVID-19 vaccinations required. (Note: Results may not be more than (3) months prior to or (7) days after date of hire and renewed annual thereafter.)

Supervisory Responsibilities

This position does not require supervision responsibilities.

Environmental Conditions (Working Conditions)

This position in responsible to work in “client friendly” environments and may be required to visit other shelters and partner agencies. There is some responsibility to work in noisy environments where children and unstable adults are few to talk loud and expressive.

Physical Requirements

The Program Coordinator staff typically spends time sitting, standing, walking, carrying (max .25lbs), listening, speaking, and typing.

Mental Requirements

This position will require the individual be able to handle any/all of the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules: to be able to process information, think and conceptualize.

Special Service for Groups is an Equal Opportunity/Affirmative Action Employer

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