Senior Program Manager
1 week ago
Summary of Duties
Under the direction of the Associate Director for Interim Housing, the Senior Manager for Family Interim Housing is responsible for oversight of the Agency's family interim housing program operations. She/he will provide support and direction to the Family Crisis Housing Network (FCHN) Program Manager, the Family Interim Housing Program Manager, and the Lemon House Program Manager, as well as streamlining and standardizing direct services and processes within the agency's directly and indirectly operated interim housing sites.
Essential Functions
•Supervise (1) FCHN Program Manager; (1) Family Interim Housing Program Manager, (1) LemonHouse Program Manager.
•Develop, maintain, and implement a training plan for new and existing interim housing program managers to include but not limited to the following: SRS, Program Design, HMIS, Performance Targets/ Key Performance Indicators, Interim Housing Case Management expectations and implementation, program forms, IH program policies and procedures (including general and COVID safety), and working with the IH Operations Team.
•Develop and implement policy and procedures manual and practices for all of the Agency's directly operated sites for family programs.
•Provide departmental support for the agency's Family Crisis Housing Network (FCHN) and associated interim housing beds and motels (7-10 subcontractors, approximately 350 Family Crisis Housing units).
•Review all billing and supplementary documentation to ensure accuracy and ensure that collaborative provider payments are processed timely.
•Work collaboratively with the Senior Manager of Access to optimize the synergy between the FCHN and the FSC (Family Solution Center).
•Standardize (including developing, implementing, and monitoring new and existing systems) direct client services and processes at all agency directly operated sites.
•Ongoing reconciliation and forecasting of household/unit inventory based on funding availability.
•Work collaboratively with the IH Operations Manager to onboard/demobilize new and existing agency directly operated IH sites into/from the interim housing portfolio, inclusive of developing onboarding/demobilization plans, identifying staffing patterns and shifts, coordinating with vendors and internal agency staff, ordering supplies, outreaching in accordance with funder criteria to ensure client capacity is reached, and widely communicating changes with the site.
•Coordinate with the housing, quality assurance, and fiscal departments to ensure documentation completeness and financial assistance disbursements.
•Efficiently manage and monitor data integrity and quality assurance of client and program milestones and service outcomes.
•Assist Program Managers with ensuring programs are fully integrated with Coordinated Entry System(s)
•Effectively monitor contract compliance and completion of contract goals/objectives; work collaboratively with agency management and provide (oral/written) reports as necessary; prepare project reports in accordance with funding requirements (if applicable).
•Assist with preparation for audits, program monitoring visits, fiscal related matters, and certifications.
•Collaborate with Data & Quality Assurance to ensure all locations meet audit requirements.
•Provide individual and group supervision to direct reports.
•Coordinate direct service staff development and training.
•Managing and monitoring the Home Base digital platform for all the included family shelter units, including motels.
•Responsible for managing and monitoring the contract budgets for all family interim housing programs, as well as providing technical assistance to the program managers with their respective program budgets.
•Represent the Division in a variety of community settings including funder, provider, and community meetings, and major events.
•Provide guidance to Program Managers in monitoring client's files to adhere to funder's definitions and guidelines.
•Co-lead for all Interim Housing special projects.
•Maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2 and other funding requirements for auditing purposes.
•Prepare and submit timely and accurate reports to Associate Director, Deputy Director, and Director as needed or directed.
•Maintain appropriate boundaries; adhere to organization Code of Ethics and Core Values and represent the Agency in a professional manner at meetings and community events.
•Monitor partner process and outcomes and ongoing delivery of services.
Secondary Functions
•Perform other tasks and assignments as required.
•Perform other duties as assigned by Associate Director, Deputy Director, and/or Division Director.
Supervisory Responsibilities
•The Supervisor will supervise the following staff: (1) FCHN Program Manager; (1) Family Interim Housing Program Manager, (1) Lemon House Program Manager .
Experience, Education, Skills and Abilities:
Bachelor's degree (Masters Preferred) with a minimum 5 years of job related management, supervisory or leadership experience in social services or related field.
High Proficiency in HMIS, Microsoft Word, Excel, Access, and other database programs.
Accurate and concise documentation.
Neat and professional appearance.
Attention to detail and punctuality required.
Environmental Conditions (Working Conditions)
May be exposed to highly aggressive clients. Must communicate with many sources including public paying agencies, courts, and outside community agencies. Local automobile travel is required. Some evenings and weekends may be required. Sometimes noisy, loud, and disruptive clients.
Physical Requirements
The Senior Manager typically spends time sitting, standing, walking, driving, and carrying (max. 25 lbs.), listening, speaking.
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