Program Manager

Job Announcement Title: Program Manager Division: HOPICS FLSA: Exempt, Full-time Supervisor: Interim Housing Senior Manager Pay Range: $3,542.00 - $3,917.00 Semi-Monthly Summary Under the supervision of the Interim Housing Senior Manager, the Program Manager serves as the primary HSH point of contact for assigned Interim Housing Providers and sites. Essential Functions Regular communication and follow‑up with assigned providers Site presence and awareness of day‑to‑day program operations Ensure case managers complete, update, and maintain all required participant assessments within established timelines, including 5x5 Assessments and ECM Assessments; complete initial assessments within 30 days of enrollment and reassessments every 90 days thereafter Review and ensure case managers have Individualized Care Plans (ICP) and/or Housing and Service Plans within 30 days of enrollment and update them at least every 90 days based on participant needs and housing goals, including housing application assistance, unit viewings, and coordination of supportive services Ensure all required documentation, including case notes, services, assessments, and 5x5 Assessments, are completed and entered into HMIS/CHAMPS within required timelines to maintain compliance with contract, funding, and program requirements Review program information and provider updates at the appropriate cadence Provide training and technical assistance when additional guidance is needed Ensure case managers maintain accurate DAP or GIRP case notes, documenting services provided, participant progress, and barriers to achievement Elevate issues requiring additional HSH guidance, review, or support Maintain ongoing communication exchanges regarding program operations and support needs through meetings, emails, phone calls, and site visits Ensure case managers maintain complete and accurate participant files to ensure compliance with program, contract, and funding requirements Have data‑driven conversations regarding program operations, reviewing reports such as daily census, snapshot reports, and incident or exit data Support building and expanding provider capacity to navigate program expectations and provide support to participants over time Address room cleanliness, decluttering, unauthorized food storage, prohibited items, unattended children, service animals, and unauthorized visitors or overnight guests Offer technical guidance to ensure all expectations and workflows are effectively maintained Maintain, monitor, and update data reports to ensure a minimum accuracy rate of 95% Participate in required or recommended trainings and maintain training documentation for staff Attend all one‑hour meetings between interim housing providers and HSH staff (to review participant progress, identify barriers, and coordinate next steps toward permanent housing) Submit daily census every weekday by 10:00 am (include total occupancy, pending referrals with intake dates, completed intakes, retracted referrals, current MIA for at least 48 hours, and pending exits) Coordinate and facilitate bi‑weekly case conferences, support follow‑up on barriers, resource connections, and action items, maintain case conference notes and documentation Prepare and present relevant data reports on elements to inform provider staff of program performance Provide updates on recent intakes, exits, pending referrals, transfers, higher‑level care needs, and general program updates Maintain organized case conference documentation with meeting date, attendees, participant names/IDs, psychosocial or other issues identified, and planned interventions Supervise onsite program staff, including facilitation of regular case management supervision meetings to identify case manager support, training, or other needs Maintain copies of supervision meeting notes/records to support contract monitoring Ensure adherence to HSH IH program expectations, support case management staff, and maintain data accuracy with support from other program staff Serve as essential point of contact to help the HSH IH PM understand the needs of participants and staff at IH sites Represent the agency professionally at meetings, trainings, and community events while maintaining boundaries and adhering to SSG’s Code of Ethics and HOPICS’ Core Values Minimum Qualifications Associate’s degree in social services or related field (accredited or state‑approved); bachelor’s degree in social work, psychology, or related field preferred; or minimum 2 years of job‑related experience working with homeless individuals/families; 5 years of experience in social service field preferred Strong organizational skills, attention to detail, ability to manage multiple tasks Excellent interpersonal and communication skills; commitment to confidentiality Proficiency in computer applications and databases, including HMIS/CHAMP or similar systems Knowledge of community resources and services for individuals experiencing homelessness Familiarity with DCFS and experience placing homeless families into permanent housing (family sites only) is a plus Experience as a program manager or in homeless programs is preferred Minimum of 2 years in recovery (drug and alcohol free) if in recovery Working knowledge of Microsoft Office and other database programs Knowledge of resource development, program management, and documentation essential Ability to work effectively with clients from diverse cultural, ethnic, and socio‑economic backgrounds Excellent written and verbal communication skills Verification of employment eligibility and background clearance required TB test required (within 3 months pre‑hire or 7 days post‑hire; renewed annually) CPR and First Aid Certification within 30 days of employment Reliable transportation Perform other duties as assigned by Associate Director, Senior Manager, or Interim Housing Management team Overtime, holiday, or weekend work may be required Supervisory Responsibilities Manage personnel matters, including conducting annual performance reviews and administering disciplinary measures as required Oversee and authorize staff attendance records and timesheets Approve timesheets Environmental Conditions (Working Conditions) Provide services in participant‑centered environments: shelters, community settings, homeless access centers, and other program locations Travel locally to conduct participant visits, attend meetings, and support program operations as needed Maintain a flexible schedule, including occasional evening or weekend hours, based on participant and program needs Physical Requirements Spend time sitting, standing, typing, thinking, writing, walking, driving, carrying up to 25 lb., listening, and speaking Mental Requirements Effectively manage multiple priorities, frequent interruptions, and changing work demands while exercising critical thinking, problem‑solving, and sound judgment #J-18808-Ljbffr