Program Documentation Coordinator, Family Emergency Shelters

4 weeks ago

Boston, United States Pine Street Inn Full time

Why This Role is Important to Us

CCA partners with the Commonwealth of Massachusetts to provide supportive temporary emergency shelter to families under the Executive Office of Housing and Livable Communities' Emergency Assistance program. Our shelter program is part of the Commonwealth's response to a rapidly growing number of unhoused families, including thousands of families migrating from Haiti due to natural disasters and civil unrest, whose primary language is Haitian Creole. CCA and our partners provide linguistically and culturally appropriate case management and nurse triage support, connecting families with services such as insurance, health care, nutrition assistance, schools, daycare, immigration legal aid, as well as pathways to work and housing navigation.

The Program Documentation Coordinator will play a substantial role in managing data across the program, performing data entry (eg for program rosters), reviewing and performing quality checks on data entered by others, supporting the development of monitoring systems to ensure data integrity, and aggregating and analyzing data. They will run reports in various systems and present it in a way to support business decisions and communicate performance on required metrics. They will also support the writing of policies and procedures and development of program materials and presentations, and partner with sites to develop, monitor and maintain effective filing systems.

They will support CCA's family shelter central leadership team on all data management and documentation initiatives, including development and execution of standardized onboarding and training, policies and procedures, facilitate sharing of best practices, and manage performance across sites. They will flexibly support program operations on-site as needed.

Supervision Exercised: None

What You'll Be Doing

Roster Reporting and Reconciliation Develop resident family rosters, inputting and transferring data obtained during check in and case management intake Reconcile the roster with state and hotel resident lists Develop and maintain standardized statistics linked to the resident roster Perform data quality checks, and additional data review steps, to ensure data integrity Validate data inconsistencies with care managers and leadership as needed Immediately escalate critical data inconsistencies or corruption or duplication of the resident roster Monitor and ensure standardization of data collection across sites

Performance reporting/data management Partner with Site Managers and centralized leadership to develop rosters or reports to facilitate business need for data sharing with community partners, leadership, and regulators with fast turnaround Develop a cadence for predictable report distribution to leadership from internal rosters and the state database (ETO); proactively run and push timely reports to sites Develop and maintain month over month statistics for performance management Work collaboratively with leadership and team to develop efficiencies or adaptations as the program grows Share innovative and creative ideas to improve end user ease of data capture and/or data integrity and reporting

File management

Maintain clear understanding of programmatic requirements and on-site operations, and proactively work with sites to establish and maintain both hard copy and electronic filing systems. Monitor filing systems at all shelter sites; facilitate rapid sharing of best practices, standardization and continuous improvement.

Onboarding Training

Develop and deliver orientation and training of new staff to the site rosters, reports, data capture, and file management. Provide updates and refreshed training based on data quality issues or data capture changes

Operational and programmatic support Document program processes in operational playbook and support the development of various materials and presentations to support operations. Flexibly support family emergency shelter program operations and program as needed. This may include providing operational support on-site, ordering and distributing supplies, and assisting with troubleshooting issues that arise.

Other duties as assigned.

Working Conditions:

The position requires substantial presence at family emergency shelters across Massachusetts and may allow occasional remote work / work at CCA offices, depending on program need.

Requires independent travel to multiple sites and may be primarily on-site when operations require.

May include moving of supplies and equipment at and between sites.

What We're Looking For

Required Education:

High School Diploma

Desired Education:

Bachelor's Degree

Required Experience:

Minimum 1 year of relevant experience required

Desired Experience:

Experience working in family shelters. Experience working with individuals that have recently immigrated to the US, particularly from Haiti.

Required Knowledge, Skills Abilities:

Advanced Excel skills including pivot tables, lookup functions, etc. Experience reliably and accurately entering data and checking data quality. Excellent skills with Word and PowerPoint. Meticulous attention to detail and organizational skills. Demonstrated ability to describe and assess a simple business problem Demonstrated ability to define a solution to a simple business problem and develop a plan for resolution Must be able to work collaboratively and create an atmosphere of trust and respect within project teams and with external partners Must be highly organized and self-directed with a proven ability to work with supervision on departmental and cross-functional projects of a diverse nature Requires excellent interpersonal skills in order to communicate and work with staff and external partners of all skill and experience levels Must be able to exercise a high level of diplomacy to recognize politically sensitive issues Ability to multi-task and switch gears quickly / effectively Ability to take personal initiative and work independently, as well as part of a team Reliable transportation and ability to travel throughout Massachusetts

Desired Knowledge, Skills Abilities:

Experience in shelters, health care, social service or related environments.

Required Language(s):

English

Desired Language(s):

Bilingual (Haitian Creole or Spanish)

Required Other:

Valid driver's license and reliable access to a vehicle.

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