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Program Administration Coordinator

2 months ago

Houston, Texas, United States Dynamic Service Solutions Full time
Job Overview

Position Summary:

The role involves assisting the Program Director while acting as a key point of contact with the Office of Refugee and Resettlement (ORR). The individual will oversee residential care services, which encompass managing client referrals and admissions, organizing staffing schedules, and ensuring compliance with ORR requirements for Unaccompanied Alien Children (UAC) residential services.

Key Responsibilities:

  • Serve as a primary contact for the Office of Refugee and Resettlement (ORR).
  • Oversee daily operations and administrative functions of the residential facility in the absence of the Program Director.
  • Assist in assessing project descriptions, needs, and objectives, aligning them with the organization’s strategic goals.
  • Ensure adherence to compliance standards set by the organization, licensing bodies, and funding sources across all program departments.
  • Maintain compliance with guidelines from the Administration for Children and Families and ORR, as well as internal policies.
  • Support the maintenance of the facility to meet necessary standards for client care, including compliance with local ordinances and building codes.
  • Facilitate coordination of both programmatic and financial aspects of services provided within the family reunification initiative.
  • Assist in emergency evacuations of youth when necessary due to adverse weather or other emergencies.
  • Review and assess progress and final reports to ensure compliance with reporting procedures.
  • Address youth concerns and provide guidance for managing escalated behavioral situations.
  • Promote mentorship and professional growth among staff, mediating conflicts as required.
  • Manage the approval process for youth assigned to the program through ORR intakes, ensuring compliance and effectiveness.
  • Deliver training to supervisors regarding their responsibilities within the program, including updates on agency, state, and federal policies.
  • Ensure effective coordination of staff utilization based on the complexities of youth and family needs, including transportation and crisis support.
  • Oversee the development and implementation of policies and procedures to ensure effective departmental functioning and documentation of outcomes.
  • Maintain a safe and clean environment for all clients and staff.

Additional Responsibilities:

  • Collaborate with the Program Management Team and HR to develop corrective action plans for staff performance issues.
  • Provide supportive coaching and mentoring to supervisory staff to foster integrity and inspire the workforce.
  • Assist in the development and execution of service planning to ensure diverse and meaningful program offerings for youth.
  • Facilitate effective communication across departments to ensure consistency and collaboration within the interdisciplinary team.
  • Participate in the recruitment and orientation of new employees, particularly supervisory staff, to clarify role expectations.
  • Enhance emotional intelligence for effective self-care and model Trauma-Informed Practices for youth and staff.
  • Identify opportunities to improve efficiency and productivity in operational procedures.
  • Keep senior management informed with accurate reports and presentations.
  • Attend required training sessions and facilitate training as necessary.
  • Participate in departmental meetings to stay updated on policy changes and ensure adherence.
  • Apply principles of change, risk, and resource management as needed.
  • Develop expertise in managing grants-based programs.
  • Travel for meetings and conduct periodic site visits as required.
  • Perform other related tasks as assigned.

This job description is intended to provide a comprehensive overview of the position and is not an exhaustive list of all responsibilities, skills, or working conditions associated with the role.

Qualifications:

Education: A Master's Degree in Psychology, Sociology, Social Work, Clinical Counseling, or a related behavioral science is required. Additional coursework in relevant fields is a plus.

Experience: A Bachelor's degree in one of the aforementioned fields, combined with four years of experience in a leadership role within a residential childcare or youth program, or four years of progressive project management experience with significant financial and managerial responsibilities.

  • 3-5 years of proven management experience.
  • Licensure as a Child Care Administrator is required (may allow up to six months to obtain).
  • Bilingual proficiency in Spanish and English is preferred.

Working Conditions:

The work is primarily conducted in an office environment, with some requirements for overnight travel, public speaking, and evening or weekend work. Regular computer use is necessary. The role may involve physical activities such as standing, walking, sitting, and occasionally lifting up to 20 pounds. Specific vision abilities required include close and distance vision, color vision, and depth perception.

This position may also require on-call duties.

Dynamic Service Solutions participates in E-Verify.