Na Keiki O Emalia Program Manager

Job DescriptionJob DescriptionSummary: The Nā Keiki O Emalia (NKOE) program provides support to grieving children, teens, and their families to help them heal after the death of someone important to them. Services provided include peer-to-peer support groups, led by trained NKOE facilitators, in schools and community centers that are free of cost and allow children and teens to build supportive relationships with their peers. Dedicated to providing compassionate support, the program is designed to help children and teens improve coping skills, make better use of the support available to them, and manage the dysregulation that can come with grief. Groups are held in safe, nurturing environments that offer space for bereaved youth to connect with others with shared experiences while receiving guidance and support from trained facilitators.

Position Goal: The Program Manager is responsible for carrying out the day-to-day tasks, objectives, and obligations of the program. The Program Manager maintains a healthy working relationship with the various agencies, schools and collaborators with the program and ensures proper execution of the program. The Program Manager is responsible for managing the program facilitators and volunteers (including volunteer applications and documentation), training and maintaining best practices to the program, to ensure that all volunteers and community helpers are meeting the program requirements, expectations and levels of compassionate presentation that align with the program and agency standards.

Essential Duties and Responsibilities:

• Report to and collaborate with NKOE Program Director to design and implement programs and activities for program participants, including peer-to-peer support groups, camps, outreach programs, and special events. Together establish and implement policies and procedures, best practices, and ongoing resources to ensure consistency and quality in the provision of grief support services.
• Work closely with Program Director to develop, implement, and manage program:
  • Standard Operating Procedures (SOP)
  • Curriculum adaptation, scripts, and detailed communications
  • Manuals for peer support group and services
  • Evaluation systems
  • Facilitator trainings, continuing education requirements, and training manuals and materials
• Manage operations of school-based peer support program, including:
  • Initiate and maintain relationships within Department of Education and school administrations on an ongoing basis to garner interest in program and establish program with schools
  • Develop and manage contracts and documentation with each school/organization.
  • Onboard and schedule facilitators and groups
  • Implement and manages program evaluations and feedback to improve services and effectiveness, and monitor facilitator performance
• Oversee volunteer/facilitator management, ensuring regular and clear communication with volunteers/facilitators to establish accountability and effectiveness of programs tasks, group assignments and activities. Volunteer/facilitator management includes:
  • Recruit and interview individuals, selecting volunteers to be admin/event support and other qualified candidates to be trained as facilitators according to program/agency standards.
  • Onboard new volunteers, ensuring compliance with State and agency safety measures and protocols
  • Conduct facilitator trainings and ongoing grief-informed education
  • Coordinate volunteer/facilitator assignments and scheduling
  • Monitor volunteer/facilitator performance and evaluation
  • Conduct weekly/monthly facilitator meetings to provide support, guidance, feedback, and enrichment
  • Forecast staffing and volunteer requirements in relation to program needs
  • Manages and completes volunteer documentation and process according to HR/agency standards.
• Manage program operations and administrative duties as it relates to NKOE programs and services, including:
  • Conduct participant program intakes, ensuring timely and efficient services to families and/or clients
  • Manage on-site school, community, and family support groups, monitoring to ensure quality programming
  • Collaborate with Program Director to develop forward-thinking, grief-informed training within the schools' administrations and community partners, actively establishing connections and initiating conversations with the DOE, schools, and community partners to build confidence in the program and the benefits of the services it provides, and to discuss training opportunities
  • Perform as lead staff in the facilitation of training
  • Troubleshoot issues involving facilitators, school administrators and/or community partners, and participants, building and maintaining consistent and clear communication
  • Manage and replenish program inventory, coordinating with facilitators with group facilitation needs.
• Attend professional development opportunities as it relates to grief, including conferences, virtual and in-person training, and additional certification opportunities. Professional development will help Program Manager Grow into becoming a subject matter expert (SME) in the grief and childhood bereavement industry and benefit programs by staying informed of best practices and contribute to staff development.
• Participate in NKOE program and agency representation at community outreach events and activities while actively engaging in grief-informed education and awareness and providing resources to the community.
• Participate in various fundraisers and other agency activities that serve to increase the credibility and visibility of NKOE program and Imua Family Services in the community.
• Performs other duties as assigned.

DECISION MAKING

• Makes independent decisions with occasional guidance from supervisor. Able to make decisions that impact the direction of a department.
• Makes independent decisions on routine activities within the scope and function of the position.

WORKING CONDITIONS (environment)

Indoor air-conditioned office setting predominantly. Occasionally required to be outdoors for travel and can be exposed to variable weather conditions. Support groups may be off-site in a community meeting space. Occasional inter-island travel by commercial air carrier or boat. Occasional exposure to noise, moisture, noxious odors, and gases. Occasional exposure to dust, dirt, cold, and biological and chemical agents.

ABILITIES AND EXPERIENCE:

• Ability to speak to and work with a variety of people from various ethnic and socioeconomic groups.
• Ability to translate complex information about health insurance to individuals and groups with varied educational levels and backgrounds.
• Ability to work with other people in a collaborative manner.
• Ability to communicate both verbally and in writing.
• Ability to use office equipment, including computers and software packages proficiently.
• Responsibility for maintaining client confidentiality and PHI
• Effectively trained in cultural competencies
• Have transportation, i.e., automobile, etc. which is fully insured and has current registration, safety check, and Hawaii driver's license.
• Ability to work agreed upon scheduled hours -may include some evenings and weekends

Qualifications:

POSITION REQUIREMENTS:

• Associate's Degree required; Bachelor's Degree preferred; degree in, counseling, psychology, non-profit management, and/or social services preferred. (Relevant work experience may be substituted for Bachelor's preference)
• 2+ years non-profit and/or management experience highly preferred; in leadership role and/or specifically in program development, resource management a plus.
• Training and development experience preferred. (Training in small to large group settings)
• Education and professional experience in bereavement support, grief and loss field, and/or experience with art and/or play therapies preferred.
• Preferred experience working with grieving children, teens and their families and/or with vulnerable and traumatized population.
• Some knowledge of childhood/adolescent education and development preferred.

Physical Demands:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of their job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. General

In performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee may occasionally be required to reach, stoop, bend, kneel, and crouch. The employee should have the manual dexterity needed to be able to file, type, and accomplish general office tasks specific to job duties of this position. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

1. Travel

Available to travel on occasion for meetings, seminars, trainings, etc. on Maui and across the state.

1. Work Environment

Works in a preschool classroom with children around educational material, preschool equipment, toys, and an outdoor playground. Workspace also includes a business office with co-workers utilizing office supplies, computers, printers, copiers, and telephone equipment.

The above information in this description has been designated to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities that are required to perform this job. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

EEO STATEMENT: As an EEO employer, Imua Family Services will not discriminate in our employment practices based on an applicant's race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Imua Family Services hires only U.S. citizens and individuals lawfully authorized to work in the U.S.

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