Program Manager III at Volunteers of America Los Angeles in W. Lancaster, CA

Job description

• Program Manager III manages a large, complex program providing participants with multiple services and/or addressing multiple co-morbidities according to contract and budget guidelines. Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff, overseeing resources and coordinating the efforts of the program team members including VOALA sub-contractors, community partners, and ongoing outreach as it pertains to the target population. Manages significant human, financial, and physical resources, and functions with a high degree of autonomy. Program leaders are responsible to meet all program contractual daily Key Performance Indicators including daily program numbers, data quality input, note taking, exits indicators, performance reviews and services provided.

Responsibilities

• Develop and manage project budget, project development, performance goals, and service delivery for multiple service programs in accordance with stated grant requirements
• Develop program policies, procedure plans, and associated communications documents
• Proactively manage changes in project scope, identify potential crises, and devise contingency plans
• Develop best practices and tools for project execution and management
• Train, coach, and manage service teams on program requirements, tools, and methods to meet those requirements
• Effectively communicate project expectation to team members and senior management in a timely and clear fashion
• Delegate tasks and responsibilities to appropriate personnel
• Manage multiple teams of staff located at various work sites
• Monitor and verify services provided to each participant on a regular basis and determine the quality and effectiveness of services provided
• Ensure program interim and final goals and requirements are achieved
• Training and supervision of staff, and acting as problem-solving resource for difficult cases
• Meeting grant objectives, adhering to grant guidelines, available to LA County 24 Hours, 365 days per year (or temporarily designated alternate)
• Provides information to Division Director highlighting progress towards reaching set goals
• Budgets resources and tracks expenditures; ensures quality service to program clients.
• Monitor program compliance to VOALA policies and required procedures; maintains documentation of all program services delivered to participants.
• Measures and assess impact of services; supports and participates in key elements to the program's success, including close supervision of staff as outlined below:
• Oversight of the case management services provided, supervision of staff interactions with participants; examination of cultural considerations for potential biases and trauma informed approaches.
• Chart review and case conferences with Contractor staff regarding participants on their caseload.
• Regular supervision sessions with Contractor staff which shall be documented and made available to County upon request.
• Available on an on-call basis to provide guidance during any emergency situations encountered by case management staff.
• Effectively communicates program expectations to team members, ensures Case Conferencing and HSH required training (external and in-service) is performed and recorded.
• Prepare monthly budget reports and proposals
• Estimate and allocate resources that participants may need in order to achieve project goals
• Create and analyze budget, reports, and program goals
• Communicate with funder on an ongoing basis
• Collaborate with community partners for services and housing opportunities to program participants
• Coach, mentor, and supervise project team members and influence them to take positive action and accountability for their assigned work
• Collaborate with other VOALA programs and community partners and representing the interests of the agency, the program and its participants in all networking and public relations opportunities
• Effectively prioritize and execute tasks in high pressure situations
• An essential function of this position requires incumbents to report to the office and/or other locations where work is performed by subordinates required to work on-site each day of active employment
• • Develop program policies, procedure plans, and associated communications documents
• • Proactively manage changes in project scope, identify potential crises, and devise contingency plans
• • Develop best practices and tools for project execution and management
• WORKFORCE MANAGEMENT: Train, coach, and manage Program Services team on program requirements, tools, and methods to meet those requirements, performs regular case conferencing and ensure proper recording: every client intake along with the subsequent service documentation, case conference reports. Responsible for service team’s development through: training, policy and procedure, structured and recorded supervision, and learning collaboratives.
• FUNDER FOCUS: Ensure subordinate Programs are accountable and meet Funder Requirements, communicate with funder on an ongoing basis.
• COORDINATION OF SERVICES: Collaborates with other service providers to link various programs to community resources and supportive services.
• COORDINATION WITHIN VOALA: Collaborate with other VOALA programs and community partners and representing the interests of the agency, the program and its participants in all networking and public relations opportunities.
• PLANNING AND ORGANIZATION: Effectively plans workload of subordinate individuals and programs; budgets, deploys, and organizes resources.
• CHANGE LEADERSHIP: Identifies better, faster, more efficient ways to achieve the mission of VOALA.
• Community Outreach.
• Coaches and mentors junior staff : Responsible for service team’s development through: training, policy and procedure, structured and recorded supervision, and learning collaboratives
• Other duties as required and may be subject to change

Requirements

• Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications
• Background Investigation
• Verification of educational degrees and previous employment
• General Services Administration’s List of Parties Excluded from Federal Programs
• HHS/OIG List of Excluded Individuals/Entities
• Tuberculosis testing within five days of employment start date
• Ability to perform under circumstances of possible emotional stress and conflicts dealing with difficult, uncooperative, and potentially aggressive clients as VOALA serves the neediest of the needy in our programs which may include clients with homelessness, mental-illness, substance abuse, recently released from incarceration and other challenges.
• Bachelor's degree in Social Work (or related discipline) or a combination of relevant education and experience (4 years).
• 5 years of experience in Social Services Program Management, Coordination or Supervision
• Minimum of 4 years of direct Staff Management Experience in working with homeless or vulnerable populations (such as Homeless Services, Department of Mental Health and/or Substance Use Disorder (DMC) Programs)
• 1 year of experience supervising Case Managers
• Budget and expenditure management
• Agreement management and compliance
• Review and monitoring of data and reports
• Experience managing programs with over 10 staff, serving clients with multiple modalities
• Master of Social Work or discipline related to Program services
• History of working with multiple community partners, existing relationships a major plus.
• Experience connecting clients to community and government resources.
• Experience serving the target community (veterans, homeless, at-risk youth, et cetera)
• Extensive experience with large and complex social services programs, serving clients with various levels of acuity and need.
• Bilingual in English and Spanish.
• Well informed of organizational priorities and procedures.
• Knowledge about community resources
• Experience with HMIS and other relevant databases used by partner service providers

Skills

Required

• Program management
• Staff management and supervision
• Budget management
• Agreement management and compliance
• Data and report review
• Case management
• Communication
• Delegation
• Problem-solving
• Crisis management
• Training and coaching
• Community outreach

Preferred

• Bilingual in English and Spanish
• Knowledge about community resources