Shelter Operations Coordinator

Job Description

Job Description

WE OFFER EXCELLENT BENEFITS:

• FREE Employee Medical Insurance
• FREE Employee Dental Insurance
• FREE Employee Vision Insurance
• Sick leave (8 hours of paid sick leave per month)
• Vacation (Minimum of 2 weeks paid vacation)
• Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
• FREE Long-Term Disability Insurance
• FREE Life Insurance
• 13 Paid Holidays

Mission of Catholic Charities

Feed the hungry, heal the hurting, welcome the stranger.

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law

Job Duties/Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job.

1. Assist in the development of program goals and execution of action plans to ensure House of Charity is most effectively meeting the individual and collective needs of each patron.
2. Represent the House of Charity shelter positively in the community to develop partnerships that strengthen the program and advocate for systematic change that improves the lives of individuals affected by homelessness.
3. Directly supervise a diverse operations team of at least 15 FTE staff, focused on several key program factors, including but not limited to front desk operations, RC patron work supervision, shelter patron laundry services, referral review and acceptance, shelter intakes, directing patrons to internal and external services and supports, shift and safety reporting, data entry and maintenance, shelter supervision and safety.
4. Indirectly supervise RC program participants, including coordinating RC patron shift and schedule changes, directing work for RCs when shifts are open, and acting as the on-shift point of contact for RC program participant needs and requests.
5. Provide regular supervision of operations team staff, facilitate monthly staff meetings for each HOC shift, provide daily guidance to Operations staff, participate in regular meetings with the Director and Shelter Program Manager, and complete daily check-ins with on-site leadership.
6. Ensure patrons are aware of any announcements, events, and changes. Lead regular House Meetings.
7. Effectively document key decisions and meetings and communicate outcomes from those events to staff, supervisor, and other on-site leadership.
8. Assist with development, implementation, and continuous improvement of operational policies and procedures. This includes notifying and training staff when changes in policies and procedures occur.
9. Assist with development and implementation of House of Charity employee training, inventory management, data and systems management for Shelter Intakes, Bed Lists, HMIS, Salesforce, and ODO & Ban Logs.
10. Monitor staff compliance with data entry into Salesforce, HMIS, Shelter Me, and other databases; coordinate with IT on Salesforce platform needs and reports; and ensure data entered is accurate and timely.
11. Ensure bed lists and shift reports are accurate and updated in a timely manner.
12. Ensure staff complete regular perimeter checks and address any safety concerns. Assist with de-escalation as needed.
13. Ensure operations staff are trained in the incident report and data tracking process. Ensure reports are professionally written and submitted timely to HR and to the Director for CQI reporting.
14. Participate in interviewing and hiring operations staff in coordination with the Shelter Program Manager and Human Resources.
15. Support employee performance management, including coaching, corrective action, discipline, and termination processes, in coordination with the Shelter Program Manager and Human Resources.
16. Monitor staff performance to ensure that performance aligns with the core values of Catholic Charities and job descriptions requirements.
17. Participate as a member of the House of Charity leadership team to support program planning, partnership development, resident participation expectations, and staff training priorities.
18. Develop and maintain positive relationships with neighbors to collaborate and support mutual needs and goals.
19. Serve as designated liaison with identified community agencies and institutions that are collaborating in service delivery to the target population.
20. Develop and maintain the staff schedule ensuring appropriate coverage on all shifts across the 24-hour program operations cycle, manage on-call supervisory duties and assignment, staff vacation requests and holiday coverage, and ensure staff are accurately reporting time worked and taking mandated breaks.
21. Participate in the on-call pool.
22. Respond as needed (via phone or in person) to emergencies after business hours to ensure safety and well-being for all patrons and staff.
23. Perform as a team member to assure that productivity outcome measures are achieved.
24. Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
25. Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position, professionally, and as directed by supervisor.
26. Accurately account for time worked according to agency standards.
27. As a mandated reporter, follows all procedures outlined in agency policies and procedures to report to the proper agency when there is suspicion and/or confirmation that a person has been a victim of abuse or neglect.
28. Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
29. Provide a workplace free from serious recognized hazards and comply with standards, rules and regulations issued under the OSHA and state counterpart.
30. Perform related functions necessary to support the mission and core values of Catholic Charities and House of Charity.

Job Qualifications

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job.

Education/Experience: To perform this job successfully, an individual must have a bachelor’s degree and at least two years of supervisory experience with a team of 10 or more staff, or an equivalent combination of education and experience may be substituted for the required education and experience. Experience with individuals in recovery, mandated reporting, homelessness, residential environments, and/or mental health is strongly preferred.

Certificates/Licenses:   To perform this job successfully, an individual must successfully pass background check applicable to position.

Physical Abilities: To perform this job successfully, an individual must be able to:

• Regularly sit, stand, climb, walk, hear/listen, talk
• Frequently  lift up to 30 pounds, pull/push, carry, grasp, reach
• Occasionally crawl, stoop, kneel
• Clearly see 20+ feet, with or without corrective lenses, ability to focus
• Ability to respond to emergencies throughout the facility
• Ability to walk throughout a multi-building campus
• Ability to work outdoors during inclement weather as operational needs require

Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:

• Adaptability : ability to adapt to changes, delays, or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
• Analytical Ability : ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
• Attendance: ability to consistently arrive and be able to work as scheduled.
• Computer/Technical Ability :  working knowledge of Word Processing software, Spreadsheet software, Internet software.
• Dependability : ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
• Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations.  Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics. 
• Judgment:   ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
• Language Ability: ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence; ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Mathematical Ability:  ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Motor Coordination : the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
• Problem Solving Ability : ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature.
• Quality Management : ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others;  ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work.
• Reasoning Ability : ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions; ability to deal with problems involving a few concrete variables in standardized situations.
• Supervisory Skills:  ability to carry out supervisory responsibilities in accordance with the Company’s policies and applicable laws.  Applicable supervisory responsibilities include training and coaching employees, planning, assigning, and directing work, reviewing performance, addressing complaints and questions, and resolving problems for operations staff.

Workplace Environmental Conditions

While performing the essential duties/responsibilities of this job, the employee will be:

• Noise Conditions: exposed during a shift to constant or intermittent sounds at moderate to loud levels of sound dependent upon the daily activities.
• Exposure to Trauma : Employees of Catholic Charities Eastern Washington provide direct services to vulnerable community members including those who have behavioral health challenges and those who have been exposed to trauma.
• Potential for exposure to illicit drugs and air-borne contaminants (proper PPE provided).