Program Manager

SummaryAt Mission Services of Silicon Valley, our purpose is simple and powerful: to help people build skills, find meaningful work, and thrive in our community. For nearly 100 years, we’ve been a trusted partner in connecting opportunity with people’s potential. By working hand in hand with local experts, employers, and community members, we create pathways to education, employment, and lasting economic mobility.As a team, we are committed to:Empowering one another to do our best work and grow together.Building strong partnerships and serving as a driving force for economic opportunity in Silicon Valley.Modeling teamwork, integrity, and cultural intelligence in everything we do.Acting with mutual respect—for each other, our community, and the environment we share.The Strive Program Manager leads the team which implements the San Jose Bridge grant. The grant provides a path to living wage employment for people living in Emergency Interim Housing in San Jose. Most participants enter paid work immediately after enrollment through litter abatement and public restroom attendant crews operated under agreement with the City of San Jose, then move into training, subsidized employment, and permanent placement with local employers while receiving case management and supportive services.The Program Manager supervises a team of up to eight. The role is accountable for enrollment and service targets, field operations and crew safety, the completeness of participant records, the timeliness and accuracy of all reporting to the City of San Jose, and program performance against contract outcome measures. The work moves between the office, City and partner meetings, and field sites where crews are working.Key ResponsibilitiesPeople Leadership and Team DevelopmentSupervise a team including Case Managers, Employment Specialists, and Drivers, across professional case management and field operations roles.In collaboration with the Director of Social Impact Programs, hire, onboard, train, coach, and evaluate all Strive program staff.Hold regular one on one supervision with each direct report, set clear performance expectations, and document coaching and development at the time it occurs.Build staffing schedules and crew assignments that maintain coverage across field sites, case management appointments, and transportation needs.Address performance and conduct issues promptly and in partnership with Human Resources.Partnership and Stakeholder CollaborationServe as the primary day to day point of contact for the City of San Jose Housing Department, including the assigned Development Officer, and for Beautify SJ and other City departments on work plans, site selection, and program changes.Coordinate with the Continuum of Care, Emergency Interim Housing site operators, and county and community partners on participant referral, housing linkage, and supportive services.Recruit, onboard, and maintain relationships with Employment Subsidy Partners and other employers, including negotiating placement opportunities and living wage career pathways.Represent Strive at community meetings, provider convenings, and City site visits, and present program results to external audiences.Collaborate with local workforce development boards to expand job opportunities for participants.Program Delivery and OperationsDirect outreach, enrollment, paid work experience, case management, job development, and placement activities for participants served under the City agreement.Oversee litter abatement and public restroom attendant crews, including site selection from City approved lists, crew size and shift design, safety assessment protocols, personal protective equipment, uniforms and identification, and job related training.Maintain worksite documentation for all contracted activities, including activity checklists, bag counts, cleanliness scores, and before and after photographs, and confirm records are retained in the designated archive.Manage program transportation, including driver assignments, vehicle scheduling, and safe transport of crews to and from field sites.Administer the wage subsidy program, including participant eligibility, subsidy allocation, collection of certified timecards and proof of payment from employer partners, and monitoring of the 90 day retention follow up.Ensure individual service and employment plans meet program standards and are documented accurately and on time in HMIS and CaseWorthy.Meet with participants to resolve grievances and respond to incidents in the field.Programmatic Knowledge and PracticeApply and coach staff in trauma informed, strengths based, and harm reduction approaches appropriate to participants managing substance use disorders, mental health conditions, and histories of homelessness.Maintain current working knowledge of workforce development practice, including career pathways, sector strategies, supportive service design, and barrier removal.Keep the team current on funder guidance, HMIS data standards, and changes in local homelessness and workforce systems.Develop and update service delivery procedures, program manuals, and staff training consistent with contract and compliance requirements.Reporting, Documentation and Data IntegrityOwn the Strive reporting calendar. Prepare and submit quarterly performance reports to the City by contractual deadlines and maintain a tracking system that flags upcoming due dates in advance.Reconcile HMIS and CaseWorthy participant data to reported figures before each submission, resolve duplicate and erroneous entries, and route reports through a second reviewer prior to filing.Conduct scheduled case file reviews to confirm that signed intake forms, eligibility documentation, and evidence of delivered services are complete and retained.Partner with the Grants and Compliance team on quality control reviews, and correct documentation gaps identified through those reviews.Prepare and sign the quarterly narrative report to the City, including before and after photographs, aggregated bag counts, poundage, collection dates, and description of program performance.Analysis and Decision MakingMonitor performance against all contract outcome measures, including enrollment, employment placement, living wage attainment, job retention, and participant well being, and identify the causes behind results that are off target.Build and maintain analytical reports from HMIS, CaseWorthy, and City data sources, and resolve discrepancies between systems.Use performance data to make timely decisions about staffing, crew deployment, service design, and participant flow, and recommend program changes to the Director of Social Impact Programs.Report variances against quarterly targets to the Director of Social Impact Programs and to the City, with a corrective plan where targets are missed.Contract Management and BudgetingManage program delivery against the terms of the City of San Jose agreement and any amendments, and flag scope, deliverable, or timeline risks early.Prepare and monitor the program budget in partnership with the Director of Social Impact Programs and the Finance team, review monthly financial reports, and address variances.Ensure allowable costs, accurate time and effort documentation, and proper support for participant wage and subsidy expenditures.Support contract amendments, renewals, and funder monitoring reviews, including assembling supporting documentation and responding to findings.Perform other duties as assigned.Responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally either orally or in writing.Required Qualifications & ExperienceBachelor's degree from an accredited institution in social services, public administration, workforce development, or a related field. Four years of directly related program experience may substitute for the degree.Minimum three years of program management experience, including at least two years managing a grant funded or publicly contracted program.Minimum two years supervising staff.Demonstrated experience of submitting fiscal and performance reports by contractual deadlines.Demonstrated experience maintaining participant eligibility documentation and conducting case file reviews to verify completeness and accuracy.Demonstrated experience reconciling data between a case management system such as HMIS or CaseWorthy and reported figures, and resolving discrepancies before submission.Demonstrated experience tracking program performance against numeric contract targets, identifying the causes of missed targets, and adjusting service delivery in response.Experience supporting a funder monitoring review or audit, including assembling supporting documentation and responding to findings, is strongly preferred.Valid CA Drivers license.Preferred Qualifications & ExperienceStrategy and Planning - Sees the big, long-range picture. Defines tasks and milestones to achieve objectives, while ensuring the optimal use of resources to achieve those objectives.Leading People and Building Teams - Manages and guides group efforts by providing guidance, direction, and support for the purpose of achieving a goal. Manages staff in ways that improve their ability to succeed on the job. Empathetic.Collaboration and Partnership - Builds constructive relationships characterized by a high level of acceptance, cooperation, and mutual respect.Analysis and Decision-making - Makes timely, informed decisions that consider the facts, goals, constraints, and risks.Contract Management and Budgeting - Manage program objectives against contractual obligations to ensure program complies with funding agreements and financial policy.Knowledge, Skills, and AbilitiesCase management and supportive services for people with substance use disorders (SUD) who are seeking work.Recruitment and service provision to people experiencing homelessness, low socioeconomic status, and/or people managing a SUD.Public administration, including budgeting, personnel administration, and procurement methods.Analysis and performance report writing.Staff supervision and training.Program management, and administration.Collecting and analyzing data and reaching a conclusion supported by the analysis.Building consensus among parties with competing or conflicting interests.Supervising and motivating employees and generating department-wide cooperation in support of strategic goals and plans.Proficient use of computers, computer applications, and software.Manage participant databases including CaseWorthy and HMIS to produce analytical reports.Interpret and apply regulatory practices, rules, and policies to actual situations.Present ideas effectively both orally and in writing.Establish and maintain effective working relationships with people of diverse backgrounds.Effectively plan, develop, and implement a comprehensive program with a broad scope and high degree of complexity.Make program changes based on analysis of results, new funder guidance, or departmental changes.Exercise administrative supervision and direction over professional, technical, and clerical staff.Working ConditionsMost of the work is in an office environment.Regular travel to Emergency Interim Housing sites, City field locations, and employer partners, including ride a longs with program drivers.Works a standard workweek with occasional evenings and weekends.Equipment used: Computer, telephone, multifunction printer and scanner. Proficiency with Microsoft 365, Zoom, and web based data systems is required.Physical & Emotional EffortThe job involves light work. Much of the work is performed while seated, with regular periods of standing and walking during site visits and field observation. The position requires frequent lifting and carrying of items weighing up to 10 pounds, such as file folders and laptops, and occasional lifting and carrying of items weighing up to 25 pounds.Moderate. The role carries recurring deadlines tied to City reporting cycles and regular contact with participants who may be in crisis. Periods of high activity occur around enrollment surges, quarterly reporting, and City site visits. Strong emphasis on teamwork.Mission Services of Silicon Valley is an Equal Opportunity and Affirmative Action Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, veteran or military status, or any other consideration made unlawful under federal, state, or local laws. #J-18808-Ljbffr