Assistant Program Manager

Job Title: Assistant Program Manager

Department: Houseless Intervention Services

Reports to: Program Manager

Effective Date: 24-Apr-24

Salary Grade/Level/Family/Range: $70,000

FLSA Classification: Exempt

Job Summary: The Assistant Program Manager will collaborate with the Program Manager to oversee the day-to-day operations of the shelter and be responsible for the staff and participants. Duties and Responsibilities are used in revising or developing performance review objectives for employees.

Duties/Responsibilities:

1. Process and Oversee resident/client intakes and discharges with completion of associated forms.
2. Maintain resident/client files including progress notes and other records.
3. Connect residents/clients to appropriate self-sufficiency resources and community-based resources.
4. Point Person/Face of Program.
5. Effectively communicate with participants in order to build relationships, give counsel and share resources.
6. Participate and oversee crisis response.

1. Ensure that all programs, policies & protocols are in line with JOHS standards & requirements.
2. Maintain effective communication with all staff, volunteers, programs, and community partners.
3. Help direct organizational operations, projects, or services.
4. Attend appropriate community and county professional meetings.
5. Engage with Community partners to make/ receive appropriate housing referrals when necessary.
6. Enter data into the Homeless Management Information System (HMIS).
7. Analyze data to inform operational decisions or activities.
8. Adhere to all state and federal privacy and security regulations applicable to the program, and to All Good Northwest’s policies and agreements regarding confidentiality, privacy, and security.
9. Ensure that all areas utilized by shelter participants and staff are clean, organized, and left in an orderly manner during and after each shift. This may include, but not limited to, cleaning waste, soiled clothing, dirty dishes, etc.
10. Responsible for Cleaning, Supervision of cleaning and staff accountability.
11. Attend and participate in staff meetings, trainings as directed by the training and safety manager and site leadership
12. Liaison between internal staff, participants, and external partners.
13. Analyze financial records to improve efficiency.
14. Critical incident reporting/ incident reporting.
15. Data Oversight, review site notes and address issues.
16. Oversight of supplies.

1. Responsible for Team Lead Supervisors.
2. Prepare staff schedules, work assignments, and provides staffing coverage as needed.
3. Participant grievance management.
4. Responsible for reviewing, correction, and approval of timecards of direct reports by 10am every Friday.
5. Responsible for the review of expense reports (Divvy, Humanity, TriMet, Lyft).
6. Submit and oversee submitted Maintenance Reports for site property as needed
7. Co-facilitate staff meetings with the Program Manager
8. Performance reviews, coaching and development of direct reports or new hires.
9. Consequence Conversation/milieu management with Behavioral Health Specialist.

Preferred Experience:

• 2 - 3 years’ experience as a Team Lead Supervisor, Assistant Program Manager, or similar position.
• Client information databases, developing operating strategies, plans, or procedures.
• Direct administrative or support services.
• Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

Preferred Education:

• Master’s or Bachelor’s Degree in Social Work, Psychology, or another related field.
• Other management or leadership certification or training.
• Lived experience

Required Skills/Abilities:

• Understanding of Housing First, Trauma Informed Care, and Harm Reduction models.
• Being open to change (positive or negative) and to considerable variety in the workplace.

Additional eligibility requirements:

• Sufficient manual dexterity and physical ability to perform assigned tasks.
• Must be fully vaccinated against COVID-19 and provide proof of vaccination. This includes being up to date on all booster shots.
• Must be able to pass TB test.
• Must be able to pass a random drug test.

Work environment:

Working indoors and outdoors in heat and cold | Slippery and uneven walking surfaces | Working in close proximity to others | Exposure to offensive odors

Physical Requirements:

Ability to lift up to 50lbs | Bending, stooping, reaching | Sitting for extended periods of time | Standing for extended periods of time

Travel required:

Occasional travel to and from other work sites up to 15% of the time.

Required Competencies

Accountability – Accountable for measurable, high-quality, timely, and cost-effective results.

• Problem Solving / Decision Making – Identifies and analyzes problems weighing the relevance and accuracy of available information. Generates and evaluates alternative solutions and makes effective and timely decisions.
• Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring company policies and all regulatory requirements.
• Participant and Neighbor focus: Striving for high customer satisfaction, going out of our way to be helpful and pleasant, making it as easy as possible on the participant/neighbor rather than the department or organization.
• Computer Skills – Uses computers, cellular phones, software applications, databases, and automated systems to accomplish work.
• Time Management – Managing one's own time and the time of others.
• Speaking and Writing – Talking to others to convey information effectively and communicating effectively in writing as appropriate for the needs of the audience.
• Social Perceptiveness – Being aware of others' reactions and understanding why they react as they do.
• Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
• Negotiation – Bringing others together and trying to reconcile differences.
• Monitoring – Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• People management (for those with direct reports): Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
• Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Collegiality: Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
• Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.