Colorado Nonprofit Association

Program Manager – Basic Needs

Job Title: Basic Needs Program Manager

Hours of Work: 40 hours per week within the hours of 8:30 – 5:00 Mon – Fri and availability Tues / Thurs until 7:00 pm as needed with some flexibility as determined by the supervisor and employee.

Reports to: Director of Programs

Supervises: Basic Needs Supervisor, Front Desk Supervisor, Mountain Resource Liaison, Basic Needs Plus Resource Navigators

Position Summary

Facilitate the day-to-day operations of EFAA’s Basic Needs Program that serves over 2000 households a year. This position’s primary responsibility is to lead the selection, training, and supervision of Basic Needs Case Management Program staff and fulfill associated administrative duties. This role oversees the disbursement of a complex $2M+ budget of direct financial assistance through the management of front-line Resource Navigators who meet 1:1 with participants experiencing diverse and dynamic situations.

This person will manage efforts to comply with numerous funding sources such as Boulder County, City of Boulder, Energy Outreach Colorado, EFSP, Hynd and will collaborate with area agencies on service provision. This person also supervises several smaller programs providing ongoing case management around housing and employment, a front desk staff, and volunteers. This person will contribute to the overall development of the organization

Supervision: Supervisors are responsible for hiring, training, and evaluating supervised positions consistent with EFAA policies and procedures including annual evaluations and professional development plans for staff members. Documentation and paperwork related to supervisor responsibilities (hiring documents, compensation sheets, timesheets/absence reports, evaluations / quarterly reviews) completed in a timely and accurate manner.

Responsibilities

• Ensure the efficient and effective working operations of the Basic Needs Case Management Program.
• Monitors and evaluates EFAA’s Basic Needs programming to ensure it aligns with best practices and EFAA mission and vision and recalibrates if needed.
• Ensure all policies and procedures are implemented and followed
• Work with Front Desk Supervisor to train, supervise and evaluate volunteer front desk and Front Desk Associate
• Identify and report on unmet needs.
• Oversee the distribution of assistance to participants according to EFAA’s policies and procedures.
• Monitor financial reports monthly in collaboration with Director of Programs to ensure DFA spending is within limits and/or variances are managed; project spending every quarter and determine budget for following fiscal years.
• Make daily decisions on distribution of funds and service provision
• Fulfill duties as a member of the Program Team:
• Collaborate with other Program Managers for uniform service delivery
• Attend/Lead Program Team and breakout meetings
• Attend monthly Program Leadership Team meetings.
• Conduct and/or secure in-service training sessions
• Serve as a liaison for satellite agreements as assigned
• Oversee quality and timely data entry into the BCC participant database and any other databases required for funding.
• Oversee the training, supervision and updating of all staff and volunteers relative to entering participant data into the database system
• Responsible for the tracking and managing of all relevant data metrics for Basic Needs department, including but not limited to, unduplicated households, appointment numbers, appointment wait times, CFSA scores, funds and staff efforts.
• Train interns/volunteers to do merges/simple data clean-up issues and quality corrections.
• Working with the Director of Programs, identify appropriate Satellite Agencies, decide upon level of assistance and reporting requirements, and ensure all contracts are complete and up-to-date.
• Assist staff and volunteers in navigating challenging Basic Needs situations as requested.
• Identify and participate in activities designed to enhance skills and abilities required for professional development of Basic Needs staff.
• Make suggestions on improvements in procedure, policy and programs that will improve EFAA.
• Maintain positive working relationships and healthy communications with key partner agencies
• Arrange for coverage of Basic Needs and HSP Resource Navigators as needed and provide the coverage, as required; provide coverage as needed
• Represent EFAA in community events, meetings and speaking engagements, as requested.
• Manage EFAA’s grants and agreements with Boulder County related to the Housing Stabilization Program, the CDC Early Intervention Grant, ensure compliance with grant metrics,
• Take proper safety precautions, anticipate unsafe circumstances and act accordingly to prevent accidents. Adhere to and practice EFAA Safety Rules.
• Responsible for ensuring volunteers and supervised staff adhere to EFAA safety rules at all times.

Management

• Manage the Basic Needs Department to ensure cohesion, collaboration, and success of programming / outcomes
• Provide excellent direct supervision to staff, including coaching/mentoring, evaluation, and support of professional development
• Evaluate staff work programs to the end that they support achievement of department goals
• Prepare and manage department budget to meet objectives with available resources and monitor department expenditures against budget.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned as necessitated by organizational demands.

Qualifications/Skills:

Required:

• Undergraduate degree in a relevant field such as Social Work, Sociology, Child and Family Studies or relevant experience

• 2+ years of management or other relevant leadership experience, preferably managing resource navigators

• 2+ years’ experience as a resource navigator

• Experience working with low-income and ethnically diverse households

• Budget management

• Strong experience with MS Office to include: Outlook, Excel, Word, Teams & SharePoint

• Commitment to EFAA’s mission and to the principles of diversity, equity and inclusion

Preferred:

• Master’s Degrees in a related field

• Ability to speak, read, and write Spanish

• Management and oversight of grants

• Knowledge of Boulder County resources

• Experienced in: motivational interviewing, strengths-based case management, trauma-Informed service provision, and de-escalation tactics

Working Environment, Physical Activities and Equipment Used: Typical office environment. Regularly uses computers for data input and other work.