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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 and acting as a primary contact with the Office of Refugee and Resettlement (ORR), while also overseeing administrative responsibilities during shifts. The position is crucial for managing residential care services, which encompasses the coordination of client referrals and intakes, scheduling staffing and daily activities, ensuring compliance with ORR requirements, and participating in staff recruitment and evaluation.

Key Responsibilities:

  • Act as a primary contact with 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 evaluating project descriptions, needs, goals, and activities to align with the organization's strategic objectives.
  • Monitor compliance with organizational, licensing, and funding requirements across all program departments.
  • Ensure adherence to compliance guidelines set by the Administration for Children and Families and ORR, as well as internal policies.
  • Support the maintenance of the physical facility to meet standards for client care and comply with city ordinances and building codes.
  • Coordinate programmatic and financial aspects of services provided within the family reunification program.
  • Assist in the evacuation of youth during emergencies such as severe weather or natural disasters.
  • Review progress and final reports to ensure adherence to reporting procedures.
  • Address youth grievances and provide guidance for managing escalated behavioral issues.
  • Facilitate mentorship and professional development for staff, mediating conflicts as necessary.
  • Oversee the approval process for youth assignments to the residential care program and monitor compliance during intakes.
  • Provide training for supervisors on responsibilities within the program, including updates on agency, state, and federal policies.
  • Ensure effective coordination of staff utilization related to the complexities of youth and families.
  • Oversee the development and implementation of policies and procedures to ensure effective departmental functioning.
  • Maintain a safe and clean environment for all staff and clients.

Additional Responsibilities:

  • Develop corrective action plans or disciplinary memos for staff performance issues in collaboration with management and HR.
  • Provide adaptive leadership through coaching and mentoring to inspire and promote integrity within the workforce.
  • Support the development and implementation of service planning to ensure diverse and meaningful program offerings for youth.
  • Facilitate effective communication across departments to ensure consistency in expectations.
  • Participate in the interviewing and orientation of new employees, particularly supervisory staff.
  • Promote emotional intelligence for effective self-care and serve as a role model for youth and staff.
  • Identify opportunities to enhance efficiency and productivity within procedures.
  • Keep senior management informed with accurate reports and presentations.
  • Attend required trainings and facilitate sessions as needed.
  • Participate in departmental and program meetings to stay updated on policies and practices.
  • Apply change and resource management principles as necessary.
  • Develop expertise in operating grants-based programs.
  • Travel for meetings and on-site visits as required.
  • Perform other tasks as assigned.

This description provides essential information about the position and is not an exhaustive list of responsibilities or working conditions.

Qualifications:

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

Experience: A Bachelor's degree in a relevant field with 4 years of experience in a leadership role within a residential childcare or youth program, or 4 years of progressive project management experience with advanced financial and managerial responsibilities.

  • 3-5 years of proven management experience.
  • Licensure as a Child Care Administrator is required (may allow up to 6 months to obtain).
  • Bilingual proficiency in Spanish and English is preferred.

Working Conditions:

The work is primarily office-based, with some overnight travel and evening or weekend work required. Regular computer use is necessary. The role may require physical activities such as standing, walking, and lifting up to 20 pounds.

This position may involve on-call duties.

Reasonable accommodations may be made for individuals with disabilities to perform essential functions.

This job description aims to convey essential information about the position and is not intended to be an exhaustive list of skills, duties, or working conditions.

We participate in E-Verify.