Program Manager- Caminos Nacional

Job Description

Job Description

Position Summary
The Program Manager shall manage the coordination of a variety of monitoring and oversight activities to support operational efficiency and program compliance across the Caminos Nacional program. Primary responsibilities include working within various databases, pulling and designing reports and visuals, as well as conducting subrecipient monitoring, desk audits and preparing reporting materials. This position will also provide support to ensure that identified essential program functions occur in accordance with state and federal regulations and meet Everstand, Office of Refugee Resettlement and accreditation best practice standards.

Essential Functions

• Model and act in accordance with Everstand's core values.
• Demonstrate and practice trauma informed leadership.
• Provide support and guidance to subrecipient agencies in their oversight of implementation and ongoing compliance with Federal regulations and ORR policy and procedures, offering technical assistance and training related to established best practices and regulatory standards.
• Work with Caminos Nacional and QI personnel to keep all documentation in Everstand policy and procedure manuals as it relates to the Caminos program up to date. Partner with appropriate personnel to ensure any forms or other parts of the EHR are updated accordingly.
• Assemble reporting data and required documentation as requested by the Associate Program Director to ensure timely completion of quarterly and annual performance reports as well as annual continuation applications.
• Obtain and maintain certification as a "user" in Everstand's electronic health record software system, Cx360.

Database and Reports:

• Monitor subrecipient entry of data into the UC portal. Ensure subrecipient personnel are entering data in accordance with regulatory timelines and any catch-up data entry projects are completed.
• Translate data from reports into Everstand's company dashboard tool.
• Interpret ad hoc requests for data into search criteria and create visual displays that meet the needs of the initial data request.
• Develop reports and presentations to present data to various organization teams, leadership committees and stakeholders.

Audits and Monitoring Activities:

• Ensure audit tools are kept up to date to both check for compliance with new policy changes and for any corrective action items noted. Tools should also take into national accreditation, Federal and state licensure, and any other applicable regulations.
• Conduct onsite and desk monitoring audits that confirm compliance for Caminos Nacional Program operations, including adherence to activities detailed within the subrecipient agreements, memorandums of agreement and the cooperative agreement with the Office of Refugee Resettlement.
• Review of subrecipient case documentation and video monitoring footage, as applicable, on both a scheduled and ad hoc basis to ensure compliance with operational standards, as well as to support oversight for investigative and discovery processes.
• Compile and distribute reports as scheduled that include, but are not limited to, program capacity, census, annual and quarterly outcomes, monitoring outcomes and compliance reports.
• Assist with the regular updating of training materials; Support coordination efforts related to the planning and delivery of training to agency staff and subrecipient organizations.

Surveys:

• Ensure subrecipients have a mechanism to collect stakeholder feedback for their respective Caminos Program. This includes, but is not limited to, surveys focused on employees, clients, families of clients, and other stakeholders.
• Work with subrecipients to include certain standard questions within those surveys to allow Everstand to capture comparative data across its own Caminos programs in addition to those of other subrecipients.
• Pull data together from various sources into one Excel workbook to aid in data analysis. Analyze results to identify focus areas for improvements.

Non-Essential Functions

• In the absence of the Caminos Nacional Associate Program Director, acts of the primary point of contact to manage, maintain and support relationships with Caminos Nacional subrecipients and external stakeholders, including the Office of Refugee Resettlement and Office of Grants Management.
• Support the review and processing of subrecipient invoices and financial reports along with personnel from the Finance Department.
• Assists with responding to federal records request as needed.
• Assist in trainings throughout the organization.
• Build surveys in Survey Monkey or other collection tool software platforms.

Competencies

Attitude towards Honesty
Analysis of Data
Following Directions
Handling Stress
Meeting Standards
Personal Accountability
Quality Orientation
Ability to Resolve Problems
Conceptual Thinking
Exercises Good Judgement
Project Management Skills
Prioritization
Discretion
Learning New Technology
Navigating Web Based Data Systems and Portals
Teamwork
Thinking Strategically
Ensure Accountability
Strong Organization Skills
Detail Oriented

Supervisory Responsibility

There are no direct reports to this position. However, Everstand has two Caminos QI Associates that oversee the compliance of the Baltimore and the combined West Virginia and Pennsylvania ORR grants. The program manager would work very closely with the QI associates as all three positions are involved in communicating changes from ORR to the program teams, updating audit tools, etc.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, tablets, desk phones, smart mobile phones, scanners, photocopiers, filing cabinets, and fax machines.

In the nature of being at a school and residential living environment there may be times you experience conditions in which challenging behavior can be exhibited from program participants.  This may include but is not limited to, physical agitation, physical violence and/or emotional outbursts.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.  This position may require work outside normal business hours. It is eligible to participate in Everstand’s flex schedule policy.  This position is considered non-essential for any weather or other office closing events.

  Travel

Traveling is required for this position. A company vehicle will be provided as needed for any trips within the region. When not traveling out of state, local travel will occur primarily during the business day.

Short, multi-day travel with overnight stays to grant subrecipient locations throughout the contiguous United States is required on a quarterly basis at a minimum. 

Required Education and Experience

• Bachelor’s Degree in a human service-related field with 1 year experience required in either of the below:
  • A minimum of 1 year documented, progressively responsible experience in the field of child and family services and/or behavioral health care.
  • A minimum of 1 year of experience with focus on quality improvement activities and/or managing grants and contracts.

Preferred Education and Experience

• Master’s degree in a human service-related field.
• Experience with state licensure and national accreditation or familiarity with these processes.
• 3 years documented, progressively responsible experience in the field of child and family services and/or behavioral health care.
• 3 years experience with focus on quality improvement activities and/or managing grants and contracts.
• Proven capacity to design and deliver a range of training and technical assistance programs to build full range of capacities for program operations.
• Experience with funding regulations, standards and requirements.

Additional Eligibility Qualifications

• Ability to effectively express ideas clearly and concisely, orally and in writing; computer literate
• Demonstrates knowledge of and familiarity with both Everstand and Office of Refugee Resettlement Policy and Procedures relating to the care and supervision of Unaccompanied Children. This includes knowledge of legal background and authority governing the practice as related to working with Unaccompanied Children.
• Must be able to self-manage and prioritize daily schedules, work effectively in a collaborative style with internal and external stakeholders, team members, managers and executives. 
• Ability to read/understand vendor training materials.
• Excellent writing skills. Able to effectively communicate with individuals at various levels of computer skill.
• Ability to lead meetings, prioritize, resolve conflicts, maintain issues lists and manage a project plan required.
• Strong communication and follow-up skills required.
• Proven ability to manage multiple projects, priorities, meet deadlines, multi-task, and think creatively.
• Solid Windows 10 computer proficiency.
• Advanced knowledge of Microsoft Word is required (e.g. mail merge, creating a live table of contents).
• Advanced knowledge of Microsoft Excel is required (e.g. pivot tables, graphs, filters, lookups)
• Proficiency in Microsoft Outlook and PowerPoint.
• Ability to keep an electronic calendar (Outlook) and task list (Asana.com) is required.
• Ability to obtain and maintain certification in CPR/First Aid.
• Ability to demonstrate the possession of a valid driver’s license prior to employment and ability to maintain the license and operate a motor vehicle thereafter.
• Ability to pass TCI certification both at employee orientation and per the schedule outlined by HR thereafter.
• Ability to pass CPS/UII background check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Tuberculosis Test both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a work-readiness physical performed by a certified medical professional both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Federal and State Fingerprinting Background Check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a drug screen via urinalysis both prior to employment and randomly thereafter.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Employee signature below constitutes employee's understanding of the requirements, essential functions and duties of the position.