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Operations Associate Caminos HS/PRS Program

2 months ago

Windsor Mill, United States Everstand Full time
Job DescriptionJob Description

What is this job?

The Home Study and Post-Release Services (HSPRS) Operations Associate is an integral team member responsible for the creation of an organized system of the identification, assessment, client case acceptance, and case placement of unaccompanied children who are reunited with parents or guardians in the U.S. Reporting to the Operations Manager, the HSPRS Operations Associate will engage collaboratively with a multidisciplinary team in order to support operational efficiencies and ongoing service implementation of the HSPRS program. With the support from the Operations Manager, the Operations Associate updates projects, tracks implementation progress, supports procurement and enrollment functions, is responsible for program logistics including making travel arrangements and assisting with event planning. The Operations Associate maintains responsibility to ensure youth are consistently and competently assigned to geographically local case managers, to best support their cultural adaptation, access to local community services, and ensure their successful reunification with family members in communities across the Mid-Atlantic region. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst interruptions, and must be able to prioritize multiple projects and deadlines.


What is the Caminos program?

You would be helping children who have recently migrated to the United States and are seeking opportunities for reunification with family as well as the chance to pursue their education and legal immigration cases. Everstand calls this our Caminos program, and we see it as a fulfillment of our purpose as a non-profit: to enrich communities, one family at a time.

New name, same enduring commitment.

This year, we are celebrating 150 years of serving children and families through our work to enrich communities, one family at a time. As we reflected on our history and contemplated our bright future, one thing become clear: the name “Board of Child Care” no longer represented the vast array of services we offer. We are thrilled to share that our name has changed to Everstand Our holistic range of residential, mental and behavioral health support, trauma recovery, case management, and educational services will continue to grow and expand. Learn more about our rebrand at everstand.org.

What does the benefits package look like?

  • 10 paid holiday closure days PLUS two floating holidays PLUS accrue vacation at the rate of three weeks per year That’s over 30 days off
  • Paid sick and bereavement leave
  • Paid training, transferrable certifications, and continuing education.
  • Up to 3% annual match to retirement contributions
  • Up to $5,000 in tuition reimbursement assistance per year.
  • Health insurance is available via CareFirst BlueCross BlueShield. Applicants are welcome to request our full benefit guide for further details.

What does this job do specifically?

    • Model and act in accordance with Everstand’s core values: safety, empathy, relationships, and impact.
    • Honor differences, acknowledge uniqueness, and amplify all voices. Partner with Everstand’s Equity, Diversity, and Inclusion (EDI) committee to build (and participate) in trainings and group experiences that strengthen Everstand’s commitment to EDI. Model the use of inclusive language.
      • Demonstrate and practice Everstand’s leadership mindset, “Choose kindness. Solve problems and learn together. Make it happen.”
      • Identify, select, and assign Home Study and Post Release Service cases to case managers, based on the capacity of each case manager. Case assignments may occur daily, Sunday – Saturday.
      • Create client case files in the Cx360 Electronic Health Record system.
      • Ensures case loads are in compliance with Office of Refugee Resettlement expectations and with Everstand standard operating procedures.
      • Tracks capacity of the HSPRS network, working in collaboration with team members to ensure programs operate at 90% capacity or above.
      • Is responsible for knowing current capacity of the Caminos regional network for placement availability. This requires capturing, organizing, and analyzing significant data around openings, budgeted capacity, placement types and trends, capacity challenges, language and cultural appropriateness, and special services.
      • Navigates the Office of Refugee Resettlement (ORR) UC Portal for client identification, needs assessment, demographic and regional geographic information, and refers clients to the appropriate case management team member with expertise in that geo-zone.
      • Exercises competent time management in the ongoing process of identifying, screening, assessment, and assignment of multiple new client cases to various case managers weekly.
      • Works collaboratively with the Operations Manager to track data metrics that support oversight of program quality and service delivery.
      • Suggests, recommends, and implements new or revised procedures, practices or changes to program leadership to increase efficiency of the client case acceptance and assignment process.
      • Assists the Operations Manager and Program Director in ensuring that policies and procedures are maintained up to date as directed by the Department of Health and Human Services, Office of Refugee Resettlement. This includes participating in the edit process, ensuring revisions are submitted to Quality Improvement team on time and assisting in training new case management staff on aspects of these policies.
      • Assist and support the routing, timely documentation, and data entry of Notice of Concerns (NOC).
      • Meets weekly with the Home Study and Post-Release Services (HSPRS) team to review case assignment procedures, analyze trends and challenges within the target population, and review data metrics based on established program timeframes for client case acceptance and service delivery.
      • Assist and support the development and maintenance of up-to-date community resource databases for each of the Everstand’s HSPRS regions served.
      • Assist in scheduling, room set up, catering, and minute taking for meetings and trainings.
      • Organize, schedule and coordinate business travel. This includes but is not limited to coordinating on and off-site meetings (this may include attending meetings and publishing minutes); processing and tracking travel expenses and check requests; and making travel and lodging arrangements.
      • Acts as an authorized purchaser on the corporate credit card, purchasing approved items and timely reconciliation of invoices and monthly statements.
      • Participates in all ORR or network sponsored trainings, meetings and informational sessions pertaining to the HSPRS program and / or national trends impacting HSPRS service provision. Responsible for taking minutes and reporting out details and important updates to the HSPRS team.
      • Assists in assembling reporting data and required documentation as requested by the Program Director to ensure timely completion of quarterly and annual performance reports as well as annual continuation applications.
      • Works with the Operations Manager and Program Director to ensure the continuity, quality, and ongoing maintenance of electronic client files.
      • Inputs information quickly and accurately from a variety of sources into a software system, database, or spreadsheet, to include but not limited to the ORR Manual of Procedures, Everstand’s electronic health record (EHR) system and Asana project management software.
      • Obtain and maintain certification as a “super user” in Everstand’s electronic health record software system, Cx360.
      • Compile and distribute reports as scheduled that include, but are not limited to, program capacity, caseload vacancy, annual and quarterly outcomes, monitoring outcomes and compliance reports.
      • Partners with the Director, Operations Manager, and Lead Case Managers to support Case Managers in the timely completion and submission of home study and post-release service reports within the appropriate time frame, as needed.
      • Demonstrates an understanding of the value of cultural diversity, including the ability to develop systems and practices that are inclusive of diverse staff members and responsive to the cultural needs of the client population served.
      • Assists with required reports to funders.
      • Perform other duties, as requested, to achieve agency goals.

What shifts would I work? Are full time positions available?

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are flexible Monday through Friday, 8:30 a.m. to 5 p.m. and may be required to flex work hours to include evenings and weekends, in response to referral trends and other program needs. Eligible for flex schedule within pay week. Eligible for liberal leave (using vacation and/or floating holiday without going through the normal approval process) during inclement weather. Please Note this position Require to Travel to others locations MD-PA, and New Jersey.

What experience and education do I need?

Required Education and Experience

  • A high school degree and 5 years’ experience in in clerical, business administration or operations, office management or another related field.

OR

  • A Bachelor’s degree and 2 years’ experience in social services, clerical, business administration or operations, office management or another related field.

Preferred

  • Proficiency in both Spanish and English strongly preferred.
  • Knowledge of the Office of Refugee Resettlement Unaccompanied Children Services
  • 2 years’ experience in the field with demonstrated increases in responsibility
  • 1 or more years of supervisory experience
  • Customer Service and/or Administrative Support experience

Everstand is committed to the policy that all persons have equal access to its programs, facilities, and employment without regard to race, color, national origin, genetic information, pregnancy, ancestry, gender, sexual orientation, age, religion, disability, marital or veterans status. Everstand is a drug, tobacco and alcohol-free workplace and an equal opportunity employer by choice.