Program Administrative Specialist - CRP, Youth, & Family

About the role

MWVCAA invests in people and their futures to reduce the impacts of poverty. The Community Resource Program (CRP) operates transitional housing shelter and support services for individuals who are experiencing homelessness. The Program Administrative Specialist will aim to create a unified system, whereby basic need and housing services are provided to clients. This position coordinates shelter and support services, facilitating daily operations under Program Management, purchasing and ordering of supplies, coordinating housekeeping and food services, upholding program data collection and reporting, collaborating with staff, performing file audits to evaluate compliance, holding team meetings, and training volunteers and interns.

This is a grant-funded, full-time position located at CRP- Youth and Family Services. The position is renewable annually based on continuation of project funding.

Responsibilities

• Facilitates and assists with the daily operations of services, inclusive of housekeeping, laundry, food distribution, and supportive services.
• Supports staff adherence to program policy and procedures.
• Responsible for all financial tracking, inventory, acquisition, and purchase reconciliation for supplies for the program.
• Communicates program needs, maintenance issues, and client issues with the program manager.
• Coordinates with program managers to ensure that facilities meet licensing requirements and ensures the daily cleanliness of the program facility.
• Facilitates the daily operations of the support services team.
• Provides training to support services staff on program policies and procedures.
• Performs file audits, ensuring support services staff are monitoring client's progress and maintaining detailed and up-to-date case notes.
• Enters required client data and service transactions into the Homeless Management Information System (HMIS) and other data management systems.
• Maintains complete client records, daily activity logs, mileage logs, and other reports as directed.
• Applies crisis intervention and de-escalation techniques as needed.
• Coordinates with program manager to identify program candidates through use of direct referrals from community partners.
• Engages with community partners to identify additional community resources to maximize program opportunities.
• Assists the Program Manager in evaluating staff members' delivery of services.
• Fills in for Site Assistants and Case Managers as needed by Program Manager.
• Creates advertisements for program services and maintains Youth and Family Services social media page.
• Facilitates and plans Youth and Family Services activities and outings as needed for the sheltering programs.
• Performs screenings and intakes as necessary for sheltering programs.
• Serves as Youth and Family Services representative in agency and community partner committees as needed by program management.
• Other duties as assigned to provide program support.

Requirements

• Associate’s degree in social services, public health, or related field.
• Two years of case management or social service experience.
• Ideal candidates will possess an advanced degree with three or more years of homeless service delivery experience and mental health certifications and/or licensing.
• Equivalent combination of education and experience will be considered.
• Valid driver license, insured vehicle available for use on the job, and a satisfactory drive record for the previous three years.
• Basic Life Support/First Aid Certification required within first 30 days of hire.
• Food Handler's Card or ability to obtain within 30 days.
• Preferences given to applicants who have completed Certified Peer Support Specialist training.
• Must pass a comprehensive MWVCAA background screening prior to employment.
• Must pass Oregon Department of Human Services criminal background check.
• Must pass pre-employment and random drug screenings.

Skills

• Personally responsive to urgent situations.
• Manual dexterity for handling computers, devices, and office equipment.
• Frequently lift up to 25 pounds; occasionally lift up to 50 pounds.
• Maintains calm dispositions and regulates emotions with clients and staff utilizing de-escalation techniques and trauma-informed care.
• Regulates emotions and handles pressure of frequent demands for attention, time, and work tasks.
• Attends and engages in required annual trainings.
• Close vision and ability to adjust focus.
• Ability to exercise judgement and quick decision-making skills in response to guest or client incidents.
• Ability to stay calm and alert during shift.

Work Environment

• Close quarters, often with a client population experiencing homelessness, substance use disorders, and/or severe and persistent mental illness, and/or unpredictable behavior.
• Indoor work environment with frequent interruptions and demands.
• Variable and flexible work hours, including holidays, early mornings, evenings, and weekends.
• Occasional exposure to biohazards requiring frequent use of PPE such as gloves, masks, eye protection, protective clothing, and shoes or boots.

Benefits

• 401k contribution after 1 year.
• Employee Assistance Program.
• Life insurance.
• Health, Vision, and Dental Insurance.
• For some positions, employees may be eligible for company-sponsored continuing education.