Operations and Contract Support Manager

Job Description

Job Description

CLEAR (Community and Law Enforcement for Addiction Recovery) is a grant-funded initiative of the Federal COSSUP Program (Comprehensive Opioid and Stimulant Use Program). Liberation Programs operates the Fairfield County arm of the Statewide CLEAR Initiative, serving vulnerable adults and their families struggling with substance use and identified by law enforcement, emergency services, hospitals, and other community partners in Norwalk, Bridgeport, Greenwich, and Stamford.

The Operations and Contract Support Manager is an office-based administrative and operations position within OnSide: Community Outreach and Homeless Services. The role supports the Senior Director by helping to organize, monitor and document the department’s contractual, administrative, data, purchasing, scheduling and facility-related responsibilities.

Duties

1. Contract Administration and Compliance

• Assist the Senior Director with the administrative management of CLEAR and other OnSide contracts, grants and funding agreements.
• Maintain a master contract calendar that tracks contract periods, reporting deadlines, deliverables, invoicing requirements, renewals, site visits, audits and other key milestones.
• Develop and maintain practical tracking tools for contract goals, deliverables, performance measures and required documentation.
• Collect and organize supporting documentation for reports, invoices, reimbursement requests, monitoring visits and audits.
• Review program records for completeness and follow up with responsible staff regarding missing or inconsistent documentation.
• Maintain organized electronic and paper contract files in accordance with agency record-retention, confidentiality and data-security requirements.
• Assist with preparation of contract reports, amendments, budget narratives, monitoring responses and other administrative submissions as directed.
• Immediately bring missed deadlines, documentation gaps, performance concerns or possible compliance issues to the attention of the Senior Director.

2. Dashboards, Data and Performance Tracking

• Create, update and maintain department and contract dashboards that clearly show performance against required deliverables.
• Generate routine reports from systems used by OnSide, which may include Cordata, E2CT, EvaluationWEB, Verizon Reveal, Google Forms, Excel spreadsheets and other funder or agency systems.
• Maintain spreadsheets, formulas, pivot tables, charts and summary reports used to monitor program activity, staffing, services, transportation, supplies and contract performance.
• Reconcile information across systems and identify missing, duplicate or inconsistent records for correction by the appropriate staff member.
• Support the development of simple, sustainable data-entry and quality-assurance processes.
• Prepare clear summaries for the Senior Director and other authorized stakeholders while maintaining confidentiality.
• Participate in meetings related to data quality, reporting, contract performance and operational planning.

3. Administrative Support to the Senior Director

• Provide general administrative and organizational support across OnSide programs and contracts.
• Prepare, organize and track purchase requisitions, reimbursement forms, petty-cash documentation, invoices, receipts, supply orders and related approvals.
• Assist with meeting preparation, agendas, handouts, attendance records, follow-up lists and other administrative materials.
• Maintain shared calendars, project lists, deadlines and administrative workflows.
• Draft routine correspondence, forms, summaries and internal documents for review.
• Assist with gathering information needed for grant applications, reports, presentations, policies, procedures and resource guides.
• Complete other administrative projects assigned by the Senior Director.

4. Staffing, Scheduling and Reception Support

• Maintain and update department schedules, location coverage schedules, shared calendars and related staffing records at the direction of the Senior Director.
• Assist with coordinating staffing for reception, office coverage, meetings, trainings, community events and other scheduled activities.
• Provide reception area coverage as needed, including greeting visitors, answering or routing telephone calls, receiving deliveries, directing inquiries and notifying appropriate staff.
• Maintain professional boundaries and protect confidential information when interacting with participants, family members, visitors and partner agencies.
• Refer requests for clinical guidance, case information, crisis response or direct services to designated program staff.
• Assist with onboarding logistics, workspace preparation, access requests, equipment lists and administrative orientation for new staff.

5. Office Organization, Hazardous Waste Disposal, Common Areas and General Upkeep

• Take primary responsibility for ensuring that OnSide offices, reception areas, meeting spaces, workrooms and common areas remain clean, orderly, functional and welcoming.
• Ensure hazardous materials are appropriately sealed and stored for pick up.
• Regularly inspect and organize the reception area, Clothing Closet, supply room, storage lockers and shared workspaces.
• Ensure clothing, office materials, outreach supplies and other stored items are labeled, sorted, safely stored and readily accessible.
• Maintain systems for organizing closets, shelves, bins, cabinets and shared equipment.
• Remove clutter, dispose of trash and recycling appropriately, wipe down shared surfaces and complete routine light cleaning needed to maintain orderly common spaces.
• Report safety hazards, damage, security concerns, sanitation problems or needed repairs promptly and track them through resolution.
• Ensure workspaces and common areas are free of unattended documents or materials containing personally identifiable or protected information.
• Help prepare office and common areas for meetings, trainings, visitors, monitoring visits and special events.

6. Inventory, Supplies and Stock Control

• Maintain accurate inventories of office supplies, program materials, clothing, harm-reduction supplies, promotional materials, cleaning products and other department stock.
• Monitor supply levels, anticipate needs and prepare timely purchase or replenishment requests for approval.
• Receive, verify, log, label and properly store deliveries.
• Maintain clean, organized and fit-for-purpose stock and supply areas.
• Coordinate volunteer or staff assistance for sorting clothing, assembling materials, organizing stock or packing kits when needed.
• Monitor quality, expiration dates and storage requirements where applicable.
• Keep the Senior Director informed of unusual usage, shortages, waste, increased costs or purchasing concerns.

7. Community Events and Partner Logistics

• Maintain the shared calendar of community events, meetings, trainings, health fairs, tabling opportunities and partner activities.
• Assist with administrative coordination of staffing, supplies, registration, printed materials and logistical details.
• Communicate professionally with staff, vendors and community partners regarding scheduling and event logistics.
• Ensure that event documentation, attendance information and follow-up materials are collected and filed.

8. Vehicle, Route and Operational Tracking

• Maintain administrative tracking systems related to department vehicles, SSP outreach routes, mileage, maintenance, inspections, incidents and operational concerns.
• Monitor the vehicle tracking application to confirm that assigned staff are following scheduled SSP outreach routes and are present at designated service locations during required service-delivery hours.
• Review vehicle location data, route activity and schedules to confirm that staff arrive at assigned outreach locations on time and remain at each location for the required service window.
• Follow up promptly with staff and supervisors when route or service-delivery expectations are not met and assist in identifying corrective actions or operational improvements.
• Track vehicle maintenance, registrations, insurance documentation, fuel cards, cleaning and required repairs.
• Conduct a formal review of SSP routes, vehicle use and operational practices at least once every two months.
• Develop and maintain simple dashboards, tracking tools and periodic reports to support safe, reliable and consistent delivery of mobile SSP and outreach services.

9. Communication and Confidentiality

• Maintain regular communication with the Senior Director regarding deadlines, priorities, emerging concerns and completed work.
• Communicate respectfully and professionally with staff, funders, vendors, visitors and community partners.
• Promptly report communications or issues involving funders, contracts, partner agencies, confidentiality, safety or organizational risk that may require leadership follow-up.
• Maintain strict confidentiality and comply with HIPAA, 42 CFR Part 2, agency policies and all applicable privacy requirements.
• Use sound judgment regarding access to records and share information only with authorized individuals.

The Outreach Operations Manager is a full-time non-exempt (40 hour/week) position. Must be able to work a flexible schedule

Qualifications

• Experience in Data Collection, Data-Systems, Data-Analysis and Reporting.
• Experience supervising staff
• Proficient in Excel, including pivot tables, etc.
• Excellent communication skills and strong customer service required.
• Must be extremely organized.
• Comfortable working from a risk reduction approach.
• Knowledge of local community (Fairfield County) and recovery support services.
• Experience with Outreach for target population.
• Knowledge of and commitment to the principles of risk reduction strategies.
• Experience with underserved and marginalized populations required, experience with substance use disorders and/or mental health preferred.
• Ability to maintain therapeutic boundaries while demonstrating empathy.
• Recovery Coach Certificate or equivalent.
• Case management experience.
• Valid CT license required.
• Must be comfortable driving large vehicle.
• Understanding of and ability to maintain appropriate boundaries.
• Availability to work a flexible schedule.
• Cross-cultural skills, and experience with culturally diverse populations.
• Bilingual abilities are a plus.

What We Offer

• Competition Compensation
• Comprehensive Benefits
• Generous Paid Time Off
• Tuition Reimbursement
• Referral Bonuses
• 401K
• FSA
• HSA
• Employee Assistance Program