Lead Program Manager- Caminos Nacional

Job Description

Job Description

Salary: $72,000 - $86,000

Position Summary: The Lead Program Manager shall manage the coordination of a variety of monitoring and oversight activities to support operational efficiency and program compliance across the Caminos Nacional program. Primaryresponsibilities include direct supervision of a team of Program Managers to ensure essential functions are met. The Lead Program Manager provides supportive coaching, mentoring, and performance improvement to the Program Managers they supervise. They work with the Program Director to ensure monitoring, compliance, and project implementation processes are successful and adapt as appropriate to meet the changing needs of the program. The Lead Program Manager is responsible for developing Caminos Nacional best practice standards in accordance with guidance from the Program Director and Executive Director. This position also provides support to ensure Caminos Nacional subgrantee programs comply with state and federal regulations and meet Everstand, Office of Refugee Resettlement and accreditation best practice standards.

Essential Functions:

• Model and act in accordance with Everstands core values.
• Demonstrate and practice trauma informed leadership.
• Demonstrate and practice Everstands leadership mindset, Choose kindness. Solve problems and learn together. Make it happen.
• Demonstrates adaptive leadership through supportive coaching and mentoring to Program Managers.
  • Responsible for providing individual and group guidance to Program Managers according to a structured schedule.
  • Responsible to identify, develop and provide training opportunities for all members of the program management team.
  • Responsible for the professional development and wellness of the department.
  • Ensure talent progress is assessed and feedback provided during individual guidance sessions as well as through an annual evaluation process.
  • Recognizes the importance of addressing secondary trauma for staff.
• Maintains primary responsibility for Caminos Nacional program operations and outcomes. Shares responsibility with the Program Director regarding recruiting, interviewing and onboarding Program Managers.Integral in the orientation process for staff, providing information on the federal regulations and governing principles of the program as well as teaching clear expectations of the positions.
• Monitor sub grantee delivery of services to ensure compliance with ORR requirements and required timelines for service completion.
• Provide support and guidance to sub grantee organizations in their implementation and ongoing compliance with applicable Interim Final Rule on UAC Sexual Abuse and Sexual Harassment standards and other Federal regulation announcement changes.
• Work with Caminos Compliance Administrators to ensure standard processes, procedures, and program infrastructure regarding key components of service delivery and contract agreements.
• Responsible for successful sub grantee project implementation and development.
• Complete annual project plans for sub grantee and Program Manager deliverables, reporting, and implementation, in collaboration with the Program Director.
• Demonstrates an understanding of working effectively across different cultural backgrounds, including the ability to develop systems and practices that support staff from varied experiences and respond to the cultural needs of the client population.

Database and Reports:

• Monitor sub grantee entry of data into the UC portal. Ensure sub grantee personnel are entering data in accordance with regulatory timelines and any catch-up data entry projects are completed.
• Translate data from reports into Everstands company dashboard tool.
• Interpret ad hoc requests for data into search criteria and create visual displays that meet the needs of the initial data request.
• Develop reports and presentations to present data to various organization teams, leadership committees and stakeholders.

Audits and Monitoring Activities :

• Conduct frequent review of program monitoring and audit tools to ensure that they are kept up to date. Review shall include confirming compliance with new policy changes any corrective action items noted. Tools should also take into national accreditation, Federal and state licensure, and any other applicable regulations.
• Support coverage for Program Managers onsite and desk monitoring audits that confirm compliance for Program operations, including adherence to activities detailed within the subrecipient agreements, memorandums of agreement and the cooperative agreement with the Office of Refugee Resettlement.
• Responsible for completion of program reports as scheduled that include, but are not limited to, program capacity, census, annual and quarterly outcomes, monitoring outcomes and compliance reports.

Surveys:

• Ensure Program Managers collect stakeholder feedback for their respective Caminos Program. This includes, but is not limited to, surveys focused on employees, clients, families of clients, and other stakeholders.

Non-Essential Functions:

• In the absence of the Program Director, acts of the primary point of contact to manage, maintain and support relationships with Caminos Nacional subrecipients and external stakeholders, including the Office of Refugee Resettlement and Office of Grants Management.
• Support the review and processing of subrecipient invoices and financial reports along with personnel from the Finance Department.
• Assists with responding to federal records request as needed.
• Assist in trainings throughout the organization.
• Build surveys in collection tool software platforms to facilitate ongoing feedback.

Competencies:

Attitude towards Honesty

Analysis of Data

Following Directions

Handling Stress

Meeting Standards

Personal Accountability

Quality Orientation

Ability to Resolve Problems

Conceptual Thinking

Exercises Good Judgement

Project Management Skills

Prioritization

Discretion

Learning New Technology

Navigating Web Based Data Systems and Portals

Teamwork

Thinking Strategically

Ensure Accountability

Strong Organization Skills

Detail Oriented

Supervisory Responsibility: Will provide direct supervision to a team of Program Managers and be responsible for ongoing performance evaluation and professional development. Acts in a supportive capacity to Caminos Compliance Administrators and sub grantee program leadership.

Work Environment: This position requires the ability to operate both in a professional office environment as well as a remote work capacity. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Remote duties require the ability to procure fast, reliable internet service (15 Mbps minimum download speed required) at the remote office location. Remote workspace must allow for phone and video calls to be made without interruption, the confidentiality of protected health information to be maintained, and equipment stored securely when not in use. Everstand will provide a laptop and cell phone. Employee is responsible for all other remote office equipment and costs.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. This position may require work outside normal business hours. The Caminos Nacional Team participates in a rotation of Holiday Coverage for program emergencies from 8AM to 6PM on assigned holidays. It is eligible to participate in Everstands flex schedule policy. On-call coverage is required no more than three times in a calendar year. This position is considered non-essential for any weather or other office closing events.

Travel: Traveling is required for this position. A company vehicle will be provided as needed for any trips within the region. When not traveling out of state, local travel will occur primarily during the business day. Short, multi-day travel with overnight stays to grant subrecipient locations throughout the contiguous United States is required on a quarterly basis at a minimum.

Required Education and Experience

• Bachelors Degree in a human service-related field.
• A minimum of 2 years related experience with quality improvement activities such as but not limited to auditing, data analysis, corrective action plan creation, or systems implementation.
• A minimum of 1 year experience in oversight of an Office of Refugee Resettlement program such as Residential Shelters, Foster Care, or Home Study/Post-Release Services.
• Demonstrated ability to manage and direct project objectives independently via careful operational coordination, planning, and execution.
• Demonstrated ability to work as part of a multidisciplinary team with success coordinating training and implementation of large projects.

Preferred Education and Experience

• Masters degree in a human service-related field.
• Experience with state licensure and national accreditation or familiarity with these processes.
• 3 years documented, progressively responsible experience in the field of child and family services and/or behavioral health care.
• 3 years experience with focus on quality improvement activities and/or managing program budgets, grants or contracts.
• Proven capacity to design and deliver a range of training and technical assistance programs to build full range of capacities for program operations.
• Experience with funding regulations, standards and requirements.

Additional Eligibility Qualifications

• Ability to effectively express ideas clearly and concisely, orally and in writing; computer literate
• Demonstrates knowledge of and familiarity with both Everstand and Office of Refugee Resettlement Policy and Procedures relating to the care and supervision of Unaccompanied Children. This includes knowledge of legal background and authority governing the practice as related to working with Unaccompanied Children.
• Must be able to self-manage and prioritize daily schedules, work effectively in a collaborative style with internal and external stakeholders, team members, managers and executives.
• Ability to read/understand vendor training materials.
• Excellent writing skills. Able to effectively communicate with individuals at various levels of computer skill.
• Ability to lead meetings, prioritize, resolve conflicts, maintain issues lists and manage a project plan required.
• Strong communication and follow-up skills required.
• Proven ability to manage multiple projects, priorities, meet deadlines, multi-task, and think creatively.
• Solid Windows 10 computer proficiency.
• Advanced knowledge of Microsoft Word is required (e.g. mail merge, creating table of contents).
• Advanced knowledge of Microsoft Excel is required (e.g. pivot tables, graphs, filters, lookups)
• Proficiency in Microsoft Outlook and PowerPoint.
• Ability to keep an electronic calendar (Outlook) and task list (Asana.com) is required.
• Ability to obtain and maintain certification in CPR/First Aid.
• Ability to demonstrate the possession of a valid drivers license prior to employment and ability to maintain the license and operate a motor vehicle thereafter.
• Ability to pass CPS/UII background check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Tuberculosis Test both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a work-readiness physical performed by a certified medical professional both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Federal and State Fingerprinting Background Check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a drug screen via urinalysis both prior to employment and randomly thereafter.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Employee signature below constitutes employee's understanding of the requirements, essential functions and duties of the position.

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