Assistant Program Manager

Job Description

Job Description

Purpose :

Hope the Mission provides a safe, low-barrier, and supportive 24-hour residence to persons experiencing homelessness. Clients will receive shelter, food, case management & housing navigation services to support them in obtaining permanent housing. Working under the supervision of the Program Manager, the Assistant Program Manager leads and oversees all programmatic and operational functions for the site, provides oversight to shelter support staff, and fulfills the mission by successfully providing leadership and supervision for the program. The Assistant Program Manager ensures that new projects, supportive services, and housing programs are in-line with best and evidence-based practices for working with people experiencing homelessness (e.g., Trauma-Informed Care Principles, Harm Reduction, and Housing First). This position requires being on-call as needed to respond to emergencies and driving (Travel : 25%).

Specific Duties-Programmatic

Provide overall direction and oversight of all programmatic components including accurate, up-to-date, data collection, quality assurance, and contract management adhering to guidelines set for in the Scope of Work. Includes but is not limited to :

Manage timely progress of program goals, objectives, and performance targets, making necessary adjustments in a timely manner to improve outcomes.

Ensure program / contract compliance as per guidelines and requirements mandated by the programs, regularly reviewing logs, records, and data.

Conduct regular file reviews to ensure the accuracy and integrity of all documentation.

Assist with client issues as needed (conflicts and complaint resolution) using de-escalation and mediation techniques.

Ensure implementation of housing first, harm reduction, and trauma-informed care methodologies when appropriate.

Oversee the development, enhancement, delivery, and modifications (as needed) of services provided, adjusting when necessary.

Oversee implementation of problem-solving strategy, interventions, and screening tools.

Oversee provision of emergency service referrals (domestic violence, human trafficking & sexual assault) and warm handoff referrals when appropriate.

Oversee and manage all staff and the corresponding job duties assigned to each position.

Serve as an agency representative at professional and community meetings such as working / planning groups, coalitions, etc.; attend various community meetings as directed by the supervisor.

Collaborate / participate in fundraising efforts to support program operations as needed.

Coordinate with other agencies and partners to ensure consistent and accurate dissemination of information, provision of services, and adherence to program requirements.

Provide training and support to staff.

Assist in the development of written rules, procedures, and program guidelines.

Maintain accurate and complete participant files, exit files, timesheets, daily activity logs (if applicable), mileage logs, payment reimbursement, and other reports as directed.

Establish and maintain positive, productive working relationships with community partners and community stakeholders including mental health programs, shelter programs, local law enforcement, local neighborhood councils (and other local officials), and providers of services and resources to homeless persons.

Attend staff meetings, case conferences, and training workshops. and community meetings as needed.

Ready to sub another’s role if needed due to absence.

Update monthly OSHA forms.

Monitor the medication cabinet and review all medication records.

Review shift reports to monitor staff performance and compliance.

Follow-up on all incident reports and Grievances

Conduct and participate in training for the Program staff.

Specific Duties-Operations

Ensure that the property and its surroundings is well maintained and clean.

Regularly inspect bathroom facilities to verify clean, sanitary conditions.

Report any maintenance issues or need for repairs to the supervisor in a timely fashion.

Regularly inspect units, dorms, and rooms, to ensure they are in working order.

Train janitorial and hygiene staff in proper protocol for site / bathroom maintenance.

Submit all supply orders to the supervisor in a timely fashion.

Assist with coordination of resident chores and assignments; oversee the maintenance of shelter linen, clothing, and supply rooms.

Ensure monthly safety and fire drills are conducted.

This position may require site relocation at the agency’s discretion.

Other Duties

Performs any other duties, projects, and responsibilities the Program Manager assigns.

Work in collaboration with the outsourced security guard to ensure the safety of participants, staff, volunteers, and visitors on the property.

Trains staff on the use of security and surveillance systems.

Observe department guidelines to conduct personal business during breaks and lunch hours.

Project a positive professional image and adheres to the organizational dress code.

Self-identify potentially unsafe systems / processes / situations and takes the initiative to report to the Program Manager.

Observe department guidelines concerning absences and report such absences in accordance with departmental procedures.

Establish and / or maintain good rapport and working arrangements with co-workers, including the management team, and supporting staff.

Minimum Qualifications

Bachelor's degree in the social sciences or closely related field and

Five years of housing and homelessness program-related experience and

One year of supervisory or management-level experience

Any equivalent combination of experience and education that provides the applicant with the desired knowledge, skills, and ability required to perform the work.

Skills- Commitment to working with homeless individuals in a harm-reduction, trauma-informed care setting. Strong interpersonal skills and sensitivity towards individuals experiencing a crisis.

Computer literacy- Microsoft Office Suite, HMIS, preferred.

Spanish preferred

TB test required.

Knowledge and Skills

Passion for Ending Homelessness.

Employs a “Whatever it Takes” approach in service delivery.

Excellent written and oral communication

High level of understanding of Evidence-Based Practices such as Motivational Interviewing, Harm Reduction, and Housing First

Demonstrates effective staff supervision.

Understands supportive service program development.

Values relationships with community-based organizations and resources

Demonstrates dedication to homelessness and related issues (i.e., poverty, housing, services)

Adheres to contract compliance and outcomes measurement.

Mandatory Requirements :

Employment eligibility verification

Tuberculosis and drug test

Fingerprint live scan background

Ability to work flexible hours which include evenings and weekends.

Ability to cover any site location as needed by Agency.

Driving is an essential function of this position.

Must have reliable transportation.

Must have a valid CA Driver's license.

Must provide proof of vehicle insurance coverage.

Must be able to qualify for HOTV’s commercial insurance coverage.

PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT

The physical demands described here represent those that must be met by an employee to successfully perform the job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. The employee is required to : Walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; Grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; Handle, finger, grasp and feel objects and equipment; Reach with hands and arms; Be mobile by moving oneself from place to place quickly and easily; Repeat various motions with the wrists, hands, and fingers; Be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; Ability to lift up to 25 lbs. Communicate, receive, and exchange ideas, and information by means of the spoken and written word; Drive vehicles in and around all Counties; Be able to enter various buildings that may require climbing stairs. Be periodically subjected to outside environmental conditions. Employees may work in proximity to service animals and emotional support animals; Use a desktop and / or laptop computer; copy, postage, and fax machines. Complete all required forms in personal writing.

Work Environment :

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health, and safety practices. The employee may experience several unpleasant sensory demands associated with the client's use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many situations, including crises and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure.

Day Shift