Program Manager

Job Description

Job Description

SPECIAL SERVICE FOR GROUPS INC.

JOB ANNOUNCEMENT

Title : Program Manager Division : HOPICS

FLSA : Exempt, Full-time Supervisor : Interim Housing Senior Manager

Pay Range or Rate: $3,542.00 - $3,917.00 Semi-Monthly

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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

• Program Manager is responsible for regular communication and follow-up with assigned providers.
• Program Manager is responsible for site presence and awareness of day-to-day program operations.
• Program Manager is responsible for ensuring that case managers are completing, updating, and maintaining all required participant assessments within established timelines, including 5x5 Assessments and ECM Assessments; completing initial assessments within 30 days of enrollment and reassessments every 90 days thereafter.
• Program Manager will be responsible for reviewing and ensuring that case managers have Individualized Care
Plans (ICP) and/or Housing and Service Plans within 30 days of enrollment and are updating them at least every 90 days thereafter, based on participant needs and housing goals, including housing application assistance, unit viewings, and coordination of supportive services.
•Program Manager will be responsible for ensuring 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 and prevent documentation-related findings, cost disallowances, or payment recoupments.
• Program Manager is responsible for reviewing program information and provider updates at the appropriate
cadence.
• Program Manager is responsible for training and technical assistance when additional guidance is needed.
• Program Manager will be responsible for ensuring case managers are maintaining accurate DAP (Data,
Assessment, Plan) or GIRP (Goals, Intervention, Response, and Plan) case notes, documenting services provided, participant progress, and barriers to achievement.
• Program Manager is responsible for elevation of issues that require additional HSH guidance, review, or support.
• Program Manager will have ongoing communication exchanges regarding program operations and support needs.
• Program Manager communication may come through meetings, emails, phone calls, and site visits, where
provider staff can elevate operational questions, concerns, or barriers.
• Program Manager is responsible for ensuring case managers maintain complete and accurate participant files to ensure compliance with program, contract, and funding requirements.
• Program Manager will be responsible for having data-driven conversations regarding program operations. These conversations may center on reviewing program reports, such as the daily census, a snapshot report that outlines provider documentation performance, or incident and exit report data.
• Program Manager will also support building and expanding provider capacity to navigate program expectations
and provide support to participants in a way that, over time, will decrease the level of direct support that may be
needed from the HSH IH PM, but preserve collaboration spaces for monitoring program operations.
• Program Manager responsible for addressing room cleanliness, decluttering, unauthorized food storage, prohibited items, unattended children, unattended service/support animals, and unauthorized visitors or overnight guests.
• Program Manager provides essential oversight for program operations, documentation, and reporting while
offering technical guidance to ensure all expectations and workflows are effectively maintained.
• Interim Housing is responsible for maintaining, monitoring, and updating data reports to ensure a minimum
accuracy rate of 95%.
• Program Managers are expected to participate in required or recommended trainings and maintain training
documentation for staff.
• The Program Manager is responsible for attending all one-hour meetings between interim housing providers and HSH staff. (To review participant progress, identify barriers to housing stability, and coordinate next steps toward permanent housing).
• Program Manager responsible for submitting the daily census (to be submitted every weekday by 10:00 am).
• Program Manager must ensure the daily census includes (total occupancy at the site, pending referrals with intake dates, completed intakes, retracted referrals, current MIA for at least 48 hours, and pending exits.
• Program Manager coordinates and facilitates bi-weekly case conferences.
• Program Manager supports follow-up on barriers, resource connections, and action items.
• Program Manager maintains case conference notes/documentation.
• Program Manager will work to prepare and present relevant data reports on elements to help inform provider staff of program performance.
• Program Manager is responsible for reviewing prior case conference notes, outstanding action items, and
participant updates.
• Program Manager is responsible for providing updates on recent intakes, exits, pending referrals, transfers,
higher-level care needs, and general program updates.
• Program Manager is responsible for maintaining organized case conference documentation. (At minimum,
documentation must include the meeting date, attendees, participant names/IDs, psychosocial or other issues
identified, and planned interventions.
• Program Manager responsible for the overall day-to-day operations at the site(s).
• Program Manager responsible for supervision of all onsite program staff, including facilitation of regular case
management supervision meetings to identify case manager support, training, or other needs.
• Program Manager responsible for maintaining copies of supervision meeting notes/records to support contract
monitoring.
• Program Manager responsible for ensuring adherence to HSH IH program expectations, supports case
management staff, and is responsible for data accuracy with support from other program staff.
• Program Manager responsible for essential POC in helping the HSH IH PM understand the needs of participants and staff at the IH site(s).
• Program Manager responsible for professionally representing the agency at meetings, trainings, and community events while maintaining professional boundaries and adhering to SSG's Code of Ethics and HOPICS' Core Values.

Minimum Qualifications - Knowledge, Skills, and Abilities Required:
• An associate’s degree in social services or a related field, such as administration, business, or housing, is required from an accredited or state-approved college or university, and/or a bachelor’s degree in social work, Psychology, or a related field is preferred and or a minimum of two (2) years of job-related experience working with homeless individuals/families is necessary, or five (5) years of experience in the social service field is preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks.
• Excellent interpersonal and communication skills, with a commitment to maintaining confidentiality.
• Proficiency in using computer applications and databases, including HMIS/CHAMP or similar systems.
• Knowledge of community resources and services available to individuals experiencing homelessness.
• Familiarity with DCFS and experience placing homeless families into permanent housing is a plus. (family sites
only).
• Experience as a program manager and/or in homeless programs is preferred.
• If in recovery, a minimum of three (2) years of being drug and alcohol-free is required.
• A working knowledge of Microsoft Office and other database programs is essential.
• Knowledge of resource development, program management, and documentation is required.
• Ability to work effectively with clients from diverse cultural, ethnic, and socio-economic backgrounds.
• Excellent written and verbal communication skills are necessary.
•Verification of employment eligibility and background clearance is required.
• A TB test is required (not more than three months before or seven days after the date of hire and renewed annually thereafter).
• CPR and First Aid Certification must be obtained within 30 days of employment.
• Access to reliable transportation.
• Perform other duties as assigned by the Associate Director, Senior Manager, and/or Interim Housing Management team
• Overtime, holiday, or weekend work may be required.

Supervisory Responsibilities

● Managing personnel matters, including conducting annual performance reviews and administering
disciplinary measures as required.
● Overseeing and authorizing staff attendance records and timesheets.
● Approving Timesheets

Environmental Conditions (Working Conditions):

• Responsible for providing services in participant-centered environments, including shelters, community settings, homeless access centers, and other program locations.
• Responsible for traveling locally to conduct participant visits, attend meetings, and support program operations as needed.
• Responsible for maintaining a flexible schedule, including occasional evening or weekend hours, based on
participant and program needs.

Physical Requirements:

• Program Managers typically spend time sitting, standing, typing, thinking, writing, walking, driving, carrying
(max. 25 lbs.), listening, and speaking.

Mental Requirements:

• Ability to effectively manage multiple priorities, frequent interruptions, and changing work demands while
exercising critical thinking, problem-solving, and sound judgment.

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