Protocol Manager Jobs in Oklahoma (NOW HIRING)

Competitive Salary!

Full benefit package

Up to 34 Paid days off 1st year!

Under the supervision of the Program Director, the Recovery Services Housing Manager will oversee both owned and leased apartments for Recovery Services.  This position does not directly manage team members but will be expected to work collaboratively with external, internal, and interagency program directors, supervisors, and staff.

The Recovery Services Housing Manager will be responsible for general operations, logistics and oversight of Recovery Services residential properties ensuring that all properties are well maintained, safe and meet compliance of all housing mandates, credentialing requirements, policies, procedures, and to ensure standards are being adhered to and met.

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:    

Property Management Duties:  

• Manage the day-to-day operations of Recovery Services residential properties and other FCS housing units as identified and needed.
• Maintain accurate and complete electronic records on the residence address of each participant.  Maintain separate list of the numbers and names of women in each apart Communicate current occupancy and expiring leases to Program Director in a timely manner.
• Investigate and resolve property complaints and rental violations.
• Ensure tenants are in compliance with rules for housing funding.
• Communicate frequently to residents about respecting and maintaining the common areas of the home.
• Review quarterly safety practices with all tenants.
• Ensure program and housing requirements, policies Maintenace and Repair.

Maintenance and Repair:

• In coordination with Director of Facilities, and current property management company, ensure that all necessary repairs and maintenance work is carried out in a timely and cost-effective manner.
• In collaboration with Facility manager create written workflows and protocols for apartment renovation, damages, tenant moves, etc.
• Work with senior management to develop and implement long-term plans for property management.
• Investigate viable pathways toward permanent housing for women and women with children served based on direction from program leadership.
• Prepare and maintain thorough and accurate written reports, documents, and evaluations for client files to include housing applications, housing vouchers, lease agreements, and exit reports per HIPPA standards.
• Maintain and secure an accurate inventory of general supplies on hand and submit purchase order requests.
• Develop processes and procedures for managing and maintaining rural properties within Tulsa’s contiguous counties.

Housing logistics management:

• Coordinate all moves of tenants (moving in and out).
• Onboard all new tenants.
• Develop new resident orientation that covers the home rules and requirements.
• Enforce the standards of conduct for sober living residents.
• Coordinate with driver of vans to ensure timely pickup of clients for program.
• Maintain updated and organized current client database of all housing units. 

Regulation and Compliance:

• Coordinate and oversee all required housing mandates for OKAAR and OKDMHSAS credentialing. 
• Ensure compliance of housing and program policies, procedures, and standards.
• Conduct regular inspections of properties to ensure they are properly maintained and comply with all applicable regulations.
• Develop process and procedure for managing a facility specifically for women and their children, to also include managing all safety aspects and protocols as required by local, state, and federal policies.
• Develop and implement policies and procedures to ensure that all properties are managed in compliance with all applicable laws, regulations, and certifications.
• Develop and maintain a quality assurance plan and a healthy home safety check list. 

Budget Management and Monitoring:

• Monitor and manage property budgets and expenses in collaboration with Program Director and finance team.
• Coordinate and oversee required purchases by unit.
• Communicate and collaborate with Program Director and FCS finance department to develop budgets for property operations.
• Identify all billing opportunities provided through both OKAAR and OKDMHSAS to help offset housing costs.
• Ensure all housing units both managed and leased are following and adhering to all safety protocols. 

Community Partner Relationship Management:

• Develop and maintain positive relationships with tenants and program staff.
• Develop and maintain respectable and communicative relationships with representatives from other diversion programs.
• Forge and maintain positive and productive working relationships with community-based housing coalitions.
• Develop and maintain professional working relationships with landlords, sober living, and other housing providers to establish “database” of available housing units.
• Participate in community-based housing coalitions and committees.
• Communicate actively with Program Director of Case manager services for identified issues that need to be handled and addressed by assigned case manager to ensure the safety and wellbeing of all residents. 
• Develop an active process and workflow for communication to Clinical Director, Clinical Supervisor, or Director of Court Related Services in the event of any resident crisis or noted concerns requiring immediate attention. 

Property Crisis Management:

• In partnership with and at the direction of WIR leadership, be able to effectively handle emergency/crisis situations as they arise.
• Communicate appropriate emergency information in real time with management.
• Ensure any incident report is completed in a timely manner and submitted per policy and procedure.

QUALIFICATIONS

 Education:

• Bachelor’s degree in business administration, Project Management, human services, social work or a related field.

 KNOWLEDGE/SKILLS/ABILITIES:

 Excellent communication, interpersonal, and organizational skills.

• Detail Oriented
• Proficient at managing time and resources.
• Proven leadership skills. Ability to draw up detailed project plans and schedules.
• Knowledge of local, state, and federal regulations governing property management.
• Critical thinking and problem-solving skills.
• Capable of managing crises as they arise.
• Adept at negotiating internally as well as externally.
• Demonstrates experience in managing budgets or government grants, preferably in a non-profit setting.
• Knowledge of state and federal regulations and grant management, with a proven track record of compliance.
• Direct work experience in project budgeting, resource allocation, and project scheduling.
• Demonstrate problem-solving techniques.
• Ability to collect, analyze and share program data for the purpose of quality and outcome monitoring.
• Ability to work efficiently and prioritize responses to changing needs of the program.
• Demonstrates understanding of the challenges faced by individuals and families in recovery from non-violent drug-related offenses is beneficial, but not required.
• Proficiency in Microsoft Office and property management software.

 EXPERIENCE:

 Minimum 3 years of direct work experience in capacity, including all aspects of process development and execution.

 CERTIFICATIONS/LICENSES:

• Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.

 SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act.  Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing.  Marijuana is one of the substances included in the drug panel screening.  Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.