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Program Administration Specialist

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 point of contact with the Office of Refugee and Resettlement (ORR). The individual will oversee residential care services, which include managing client referrals and admissions, organizing staffing schedules, and ensuring compliance with ORR requirements for all Unaccompanied Alien Children (UAC) residential services.

Key Responsibilities:

  • Serve as a primary liaison with the Office of Refugee and Resettlement (ORR).
  • Manage daily operations and administrative tasks of the residential facility in the absence of the Program Director.
  • Assist in evaluating project needs, objectives, and activities to align with the organization’s strategic goals.
  • Ensure compliance with organizational standards, licensing, and funding requirements across all program departments.
  • Maintain adherence to compliance guidelines set forth by the Administration for Children and Families and ORR, as well as internal policies.
  • Support the physical upkeep of the facility to meet standards for client care and comply with local regulations.
  • Coordinate both programmatic and financial aspects of services within the family reunification initiative.
  • Assist in emergency evacuations of youth as necessary due to adverse weather or other emergencies.
  • Review progress and final reports to ensure adherence to reporting protocols.
  • Address youth concerns and provide guidance on managing behavioral challenges.
  • Facilitate mentorship and professional growth for staff, mediating conflicts as required.
  • Oversee the approval process for youth assigned to the facility by ORR intakes, ensuring compliance and effectiveness.
  • Provide training for supervisors on responsibilities within the residential care program, including updates on agency and policy changes.
  • Ensure efficient staff coordination in relation to the complexities of youth and family needs, including transportation and crisis support.
  • Supervise the development and implementation of policies and procedures to ensure effective departmental functioning.
  • Maintain a safe and hazard-free environment for all clients and staff.

Additional Duties:

  • Develop corrective action plans for staff performance issues in collaboration with management and HR.
  • Provide leadership through coaching and mentoring to supervisory staff, fostering a culture of integrity.
  • Support the creation and execution of service plans to ensure youth access diverse program offerings.
  • Facilitate effective communication across departments to ensure consistent expectations and teamwork.
  • Participate in the recruitment and orientation of new employees, ensuring clarity of role expectations.
  • Promote emotional intelligence and self-care practices among staff, modeling trauma-informed approaches.
  • Identify opportunities to enhance operational efficiency and productivity.
  • Keep 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 practices.
  • Apply principles of change, risk, and resource management as needed.
  • Gain expertise in managing grants-based programs.
  • Travel for meetings and site visits as required.
  • Perform other duties as assigned.

This description is intended to provide a clear understanding of the position's scope and is not an exhaustive list of responsibilities or working conditions.

Qualifications:

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

Experience: Bachelor’s degree in a related field with 4 years of experience in managing a residential childcare program or similar environment, or 4 years of progressive project management experience with significant financial and managerial responsibilities.

  • 3-5 years of demonstrated 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 role is primarily office-based, with occasional overnight travel, public speaking, and evening/weekend commitments. Regular computer use is required. The employee may need to lift up to 20 pounds and perform various physical activities.

This position may require on-call responsibilities.

The physical demands and work environment characteristics described are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made for individuals with disabilities.

This job description aims to convey essential information regarding the position and is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the role.

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