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East Tennessee Case Management Coordinator

1 month ago

Johnson City, United States Appalachia Service Project Full time

About the Position

The East Tennessee Case Management Coordinator is part of ASP's Ministries Department and is responsible for supporting applicant, homeowner, and stakeholder relations, programmatic operations in the communities of east Tennessee. The East Tennessee Case Management Coordinator reports to the East Tennessee Regional Director.

ASP's East Tennessee program encompasses regionalized home repair, new home construction, and disaster recovery services. The program's goal is to enhance ASP's capacity, along with that of its regional community partners, to reduce the time between a disaster and significant residential rebuilding. This will be achieved by establishing ASP regional hubs, which will provide a consistent, long-term presence for home repair and replacement services, while also serving as central centers for sustained disaster response. ASP will support community partners in preparing for long-term response efforts proactively by providing training and practical support before, during and after a disaster event.

This is a full-time position based in Johnson City, Tennessee. Irregular hours may be required. This role requires extensive travel between multiple construction sites, communities, and counties in east Tennessee, as well as other possible locations across ASP's service area.

Job Responsibilities

Overall

  • Assist in managing, tracking, and overseeing all homeowner communications, application vetting, pre-construction requirements, financial stipulations, and any other related or programmatic tasks, to include, but not be limited to:
  • Maintain a thorough and complete knowledge and understanding of any funding requirements, grant report stipulations, timelines, and deadlines.
  • Abide by and ensure compliance with ASP's quality standardsand governmental regulatory requirements.
  • Help provide and facilitate program management over a large and diverse service area, primarily in the communities of east Tennessee (and assist in the development of program parameters based on the unique needs in each community).
  • Ensure construction, logistical, and organizational priorities and initiatives of the THRIVE program in east Tennessee are carried out.
  • Serve as a positive role model for staff in the community, completion of tasks, and personal & professional growth.
Case Management
  • Advertise ASP to prospective applicants in accordance with fair housing regulations, and assist in facilitating open meetings for prospective applicants, as needed.
  • Manage uniform electronic and paper case files for each relative applicant in ASP's system.
  • Ensure that the rest of the staff have an awareness of applications and all related details, needs, and long-term planning.
  • Record all applicant interactions and communications.
  • Work with families to inform them of program parameters and application process, as well as timelines, needs, and next steps.
  • Facilitate the family vetting and selection processes, with inputs from the other staff.
    • Assist with selecting families that meet our funding and timeline needs.
    • Complete paperwork and contracts with homeowners.
    • Complete and document customizable elements of color and material selections with families.
  • Maintain a steady pipeline of homeowners ready and actionable through proactive interactions, planning, and communications.
  • Supply the Advancement Department and other ASP staff with homeowners' stories for fundraising, social media, grant initiatives, and any other purposes, as needed.
  • Work with staff and other ASP personnel to facilitate dedication ceremonies, and the related logistics, preparation, and set up.
  • Ensure proper, respectful, and accurate communication with prospective and current clients.
  • Assist and support the collection and maintenance of required paperwork, pictures, and records for all cases and projects.
Grant Compliance
  • Research and assist in grant writing, reporting, and related tasks for ASP's mission and programs.
  • Track compliance needs for each grant including pictures, income verifications, construction requirements, and deadlines.
  • Ensure that all other appropriate staff have an awareness of, and are tracking on, all the requisite grant requirements, deadlines, and other related details.
  • Collect applications and documentation required for pre-qualifications.
  • Schedule, facilitate, or perform environmental reviews.
  • Work with the Accounting Department to submit proactive reimbursement requests.
Finance, Budget, and Office Management
  • Work with staff to collect, process, and submit all receipts and invoices.
  • Manage and oversee the East Tennessee program's Finance Accelerator (FA) database.
  • Work with staff and assist in collecting, coding, and submitting all operational, logistical, or construction-related invoices.
  • Maintain and facilitate ongoing updates in ASPire, SharePoint, and other, similar databases, to include, but not be limited to homeowner documents, application statuses, and communication logs.
  • Review weekly financial management reports for accuracy and budget adherence.
  • Assist in budgeting, as needed.
  • Ensure stewardship of resources including, but not limited to returning unused materials in a timely manner and keeping materials covered and secured on the worksites.
  • Build upon and expand current partnerships for volunteers, donors, grant funders, contractors, stakeholders, and community supporters.
  • Ensure proper procurement procedures and maintain competitive bids for all activities.
  • Ensure all construction-related activities are fully resourced and remain within budget.
  • Ensure financial accounting and reporting is accurately processed as needed for accounts payable, accounts receivable, and general financial tracking.
Curriculum and Trainings
  • Assist in development and administration of community trainings associated with long term disaster recovery and residential rebuild
Construction & Field Operations
  • Assist in ensuring that ASP's East Tennessee Hub is equipped and ready to continue expanding construction operations, receive and facilitate volunteers, and respond to local disaster incidents, as needed.
  • Work with supervisor, staff, and other ASP personnel to ensure the Appalachian Highlands Volunteer and Training Center is maintained at or above a clean and acceptable standard, once it is complete and available for use.
  • Ensure continuous, effective, and timely communications with other staff, departments, and programs across all of ASP, to support and assist work happening in the field - potentially including, but not limited to: the Volunteer, Accounting, and Advancement Departments, Summer Management Team, and Fellows Leadership Team.
  • Support the planning, preparations, and set up of local Summer Repair Program efforts, as needed.
Administrative
  • Help ensure any and all East Tennessee program procedure manuals are kept up to date.
  • Seek applicable training opportunities to enhance skill and knowledge.
  • Adhere to budget guidelines.
  • Prepare for and participate in ongoing evaluation processes.
Other
  • Coordinate with other Departments and aspects of ASP's mission, as needed.
  • Adhere to organizational and departmental core values, expectations, guiding principles, mission, vision, and budget guidelines.
  • Anything else that contributes to the smooth-running operation of ASP's mission.
  • Other duties as assigned by supervisor.
Candidate Description

Required:
  • Willingness to work in a Christian environment. ASP does not require membership in or adherence to a specific denominational theology unless the job involves spiritual leadership. All other positions are open to individuals regardless of religious affiliation, provided they are comfortable working in a Christian environment. ASP is dedicated to equal employment opportunities. No one will be denied employment based on age, race, color, national origin, sex, sexual orientation, gender identity, family status, or physical or mental ability. Employment decisions are made based on merit, qualifications, and the ability to perform the duties of the position.
  • At least 1-year previous work experience in grant compliance or case management role
  • Experience and competence in Microsoft Office
  • Excellent communication skills and interpersonal abilities
  • Excellent time management ability
  • Highly organized and detail oriented with the ability to plan ahead
  • Ability to work well in a team as well as independently
  • Ability to relate and empathize with all demographics
  • Able to multitask with a strong understanding of core duties
Desired:
  • Experience in non-profit administration
  • Experience or certifications in social work, behavioral health, related, or similar
  • Excellent knowledge of relevant rules and regulations as well as quality standards and human resources
Other Requirements:
  • Valid driver's license and driving record that is acceptable to ASP's insurer.
  • Satisfactory results on a thorough background check.
Salary and Benefits

ASP provides a market-based salary and generous employee benefits program including:
  • Salary based on education and experience.
  • Medical and dental insurance are provided by ASP. Details of coverage to be provided prior to employment.
  • Enrollment in ASP retirement plan per plan requirements. Details to be provided prior to employment.
  • Phone and computer provided for work use (if required for job performance)
  • ASP vehicle available for local and regional business travel as needed.
  • Leave:

Personal:

15 days paid annually for the first two years.

20 days paid annually after two years.

25 days paid annually after eight years.

Holidays:

10 paid holidays. Christmas break, which is counted as one holiday, begins December 26 and ends January 2.

Sick leave:

12 paid sick days per year.

Weather days:

CEO has the authority to close the office at any time due to inclement weather.