Program Coordinator
Catholic Charities Eastern Washington · Spokane, WA, US ·
- Category
- Project management
- Experience
- 3+ years
WE OFFER EXCELLENT BENEFITS:
- FREE Employee Medical Insurance
- FREE Employee Dental Insurance
- FREE Employee Vision Insurance
- Sick leave (8 hours of paid sick leave per month)
- Vacation (Minimum of 2 weeks paid vacation)
- Discounted health memberships
- Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
- FREE Long-Term Disability Insurance
- FREE Life Insurance
- 13 Paid Holidays
CCEW Mission
Feed the hungry, heal the hurting, welcome the stranger.
CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.
Job Summary
This position provides leadership support for the Catalyst program participants and staff. This position is responsible for: daily operations, Operations staff supervision, onboarding& scheduling, facility supply tracking & inventory and holding participants accountable for following Catalyst policies and expectations. This position supports the overall program implementation in partnership with the Operations Manager & Director. This position participates in an on-call rotation & availability to work nights and weekends is required.
Job Duties/Responsibilities
To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job.
- Supervise the screening of all participants and visitors who enter Catalyst, ensuring that only authorized personnel are admitted.
- Coordinate the administration of the Oath of Confidentiality-Disclosure agreements, and the check-in and monitoring of all visitors and non-staff professionals within Catalyst.
- Train and Supervise staff in conducting bag searches for participants-ensuring that all items entering the building align with program policies & procedures.
- Receive and return phone calls and e-mail messages regarding the Catalyst program from people seeking services, community partners, and the public.
- Assist in the hiring and supervision of Catalyst Operations Assistants.
- Perform 1st level screening of applicants in Bamboo
- Interviewing potential new staff with other members of the leadership team.
- Provide Operations Assistants with the training, supervision and support they need to carry out their responsibilities in a competent and professional manner.
- Provide Front Desk procedure, process, and task training to all Catalyst staff so they can provide coverage at the Front Desk as needed and carry out the responsibilities in a competent and professional manner.
- Ensure that all duties assigned to staff members working at the front desk are successfully carried out daily.
- Ensure that all Operations Assistant staff members receive (at a minimum) Bi-monthly supervision—creating professional development plans, if needed, that support staff identified goals, monitor compliance with mandatory training and create structures which support staff in achieving job duty expectations.
- Conduct Operations Assistant staff evaluations according to agency timelines.
- Ensure appropriate use of Salesforce at the Catalyst Front Desk
- Utilize Salesforce to implement data tracking processes for, including but not limited to:
- current Catalyst occupancy (check-in and check-out) of residents, visitors, and staff
- logging of transports and the use, cleaning, and maintenance of Catalyst vehicles
- logging room check information
- all other implementations of Salesforce as needed or directed
- In coordination with Facilities Manager manage the Search, Heat Treatment, and return of all property and belongings to individual residents ensuring that all belongings are labeled and kept separate by resident throughout these processes.:
- when resident first arrive at Catalyst
- at any time, Heat Treatment is necessary throughout participation in the Catalyst program (according to program policies & procedures).
- In collaboration with the Facilities Manager, oversee and manage the inventory of residents' stored property and belongings in the garage and trunk room storage areas. Ensure that all items, including bikes, strollers, and car seats, are visibly labeled and stored in accordance with Catalyst guidelines and timelines.
- Ensure Staff and Resident chore assignments are completed each day.
- Work in coordination with AfterCare Coordinator for supply and tracking of donated goods.
- Coordinate the cleaning, maintenance, and utilization of all Catalyst transport vehicles, which include:
- Create the daily transport schedules.
- Coordinate with the Services Manager for any staffing issues regarding transportation as needed.
- Maintain and reconcile all gas credit card receipts.
- Maintain all mileage and driver logs.
- Manage maintenance and general upkeep needs of the transportation fleet.
- Maintain a list of all residents’ vehicles on site at Catalyst in conjunction with Care Coordinators.
- Maintain office & program supplies by routinely checking, inventorying, and ordering program supplies.
- Implement & maintain an inventory tracking system to ensure that supplies are readily available for program use. Coordinate with Operations Manager to alert when immediate supplies are needed.
- Coordinate the receipt, delivery, and storage of program supplies.
- Coordinate the receipt and delivery of mail, packages, and deliveries for participants in alignment with Policies and Procedures.
- For events and classes, support, meeting room set up, setting up phone-in capability and coordinating all daily transportation outings for Catalyst programing.
- Support the on-boarding & training of new staff; coordinate, track and facilitate the yearly training curriculum for all existing staff—aligning with a detailed training schedule—ensuring compliance with funder and agency expectations.
- Oversees scheduling for all Operations staff, including managing the schedule, coordinating coverage, triage callouts and ensuring that the program always contains the necessary staff to maintain safety guidelines.
- Complete administrative tasks such as document preparation, bill pay, formal correspondence etc. in a timely and professional manner.
- Assist the Management staff in preparing and processing billings and other documents for services, business accounts, etc.
- Model clear, respectful, and direct communication between program staff, maintenance staff, partner agencies etc.
- May collect, collate, and prepare data and other information—including detailed transportation schedules-- for reporting to partner and the public.
- Coordinate with Operations Manager to do routine review and audit of policies and procedures.
- Assist the Operations Manager in overseeing volunteer activities intended to support Catalyst participants and partners. This is completed in coordination with Catalyst staff, participants and CCEW Mission Sustainability Team.
- Assists Catalyst leadership and staff with special projects as assigned.
- Support any additional project implementation related to changes in technology, services delivery, etc....
- Participate in an on-call rotation.
- Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
- Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices (Salesforce, MS Suites, etc.) necessary for this position and as directed by supervisor.
- As a mandated reporter, follow all procedures outlined in agency policies and procedures to report to the proper agency when there is suspicion and/or confirmation that a child or adult has been a victim of abuse or neglect.
- Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
- Perform as a team member to assure that productivity outcome measures are achieved.
- Performs related functions necessary to support the mission and core values of Catholic Charities.
Job Qualifications
To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job.
Education/Experience: to perform this job successfully, an individual must have a minimum of 3 years’ experience supporting clients experiencing substance use disorders and homelessness. Must have an AA Degree—a 4-year degree in the social services or related field of study preferred. Experience in program administration required. A minimum of one year’s direct experience supervising staff is also required.
Certificates/Licenses: Successfully pass background check applicable to position.
- Must possess a valid Driver License and ability to drive for work use.
- Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
Physical Abilities: To perform this job successfully, an individual must be able to:
- Regularly sit, stand, climb, walk, hear/listen, talk.
- Frequently lift up to 30 pounds, pull/push, carry, grasp, reach
- Occasionally crawl, stoop, kneel.
- Clearly see 20+ feet, with or without corrective lenses, ability to focus.
Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:
- Adaptability: ability to adapt to changes, delays, or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approaches or method to best fit the situation.
- Analytical Ability: ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
- Attendance: ability to consistently arrive and be able to work as scheduled.
- Computer/Technical Ability: working knowledge of: Word Processing software, Spreadsheet software, accounting software and Internet software preferred.
- Dependability: ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
- Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics.
- Judgment: ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
- Language Ability: ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; ability to write reports, business correspondence, and procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
- Mathematical Ability: ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume; ability to apply concepts of basic algebra and geometry.
- Motor Coordination: the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
- Problem Solving Ability: ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature.
- Quality Management: ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others; ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work.
- Reasoning Ability: ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Supervisory Skills: ability to carry out supervisory responsibilities in accordance with the Company’s policies and applicable laws. Applicable supervisory responsibilities include training and coaching employees, planning, assigning, and directing work, reviewing performance, addressing complaints and questions, and resolving problems for assistant teachers or volunteers assigned to the classroom.
Workplace Environmental Conditions
While performing the essential duties/responsibilities of this job, the employee will be:
- Client Population may include people involved in gangs, with substance abuse concerns, homelessness and/or tendencies towards violent behavior.
- Noise Conditions: exposed during a shift to constant or intermittent sounds at moderate to loud levels of sound dependent upon the activities of the Shelter.
- Exposure to Trauma: Employees of Catholic Charities Eastern Washington provide direct services to vulnerable community members including those who have behavioral health challenges and those who have been exposed to trauma.
- Potential for exposure to illicit drugs and air-borne contaminants (proper PPE provided).