Community Programs Manager

Job Title: Community Programs Manager Group: Community Programs for Social Justice Reports to: Director of Community Programs and Social Justice FLSA Status: Exempt Hours/Week: Full time (40 hours/week), generally 8-5 M-F. Occasional evening and weekend work required Compensation: $27.35- $33.17/ hour, depending on experience Benefits: Generous benefits package; see below for details Primary Work Site: Gateway Office Want to help make a difference? Our Just Future (OJF) counters the forces that keep people and communities in poverty by building relationships and assets that create opportunity - today and for future generations. We partner with people and communities impacted by poverty so they can achieve long-term housing and economic security. We invest in affordable housing and community assets that contribute to strong, inclusive neighborhoods. We advocate with our community for policies and investments that expand housing and economic opportunity, eliminate wealth inequality and end poverty. East Portland/East Multnomah County, Oregon is our home and the heart of our investments, advocacy and programs. Our Just Future envisions vibrant, healthy neighborhoods where all people can share in the security, hopes and advantages of a thriving, supportive community. Our Just Future operates as a nimble, financially strong organization driven by our passion, strategic goals and guiding principles. Diversity, inclusion and equity are fundamental values for Our Just Future, both internally and externally. OJF has an Anti-Oppression Diversity Committee, which serves as a sounding board for new internal policies and procedures to make sure that we’re taking into account diversity and inclusion. It also helps with diversity-related projects, such as coordinating staff diversity trainings and providing ongoing input into our equity work. Our Just Future is working to end homelessness and poverty in our community because every one of us deserves a safe place to call home. What Our Just Future Can Offer You: We offer a comprehensive array of benefits in support of your physical, emotional and financial well-being. A few highlights: Employer paid premiums for employee health insurance. Generous paid time off, 13 paid holidays, a floating birthday holiday and the ability to maintain a great work/life balance. Employer paid premiums for short-term and long-term disability insurance and life insurance. Access to an employee assistance program. Flexible spending accounts for health and for dependent care. Professional development opportunities, including employee driven committees and monthly optional staff workshops. Access to wellness initiatives and resources including things such as walking groups, weekly yoga classes and workshops on stress management, self-care and healthy living. Opportunity to contribute to a 401k retirement plan with a 2% employer match after three months of employment. A six-week paid sabbatical after every seven years of consecutive employment with OJF. SUMMARY The Community Programs Manager is responsible for the success of the Community Programs for Social Justice (CPSJ) HUD programs and supports the successful operations of OJFs CPSJ Housing First Programs. They will help create a learning environment where program and staff success are assessed, collaboration is encouraged, and opportunities for improvement are identified. They will hire, supervise and support a team of up to 12 staff (including up to 8 direct reports, the HUD Coordinator(s) and their 2-3 staff) that include Family Advocates, Housing Specialist and/or interns/Jobs+, ensuring that they have the tools and support necessary to be effective and efficient in their positions. The Manager will ensure thorough and adequate staff training is provided during new hire onboarding and ongoing as needed. They will coordinate and facilitate the HUD team meetings. The Manager will ensure that services are provided in a welcoming, trauma-informed, respectful and culturally competent, anti-racist manner that provides equal access to all. The Manager will build relationships with funders and community partners and other agencies across the County. They will work with the Director of Community Programs and finance on the annual budgeting process for the HUD programs and will manage the budgets, spend downs, and personnel forecasting throughout each fiscal year and assure accurate tracking of funds and timely billing. They will manage the partnership with the Joint Office of Homeless Services (JOHS) and the Continuum of Care (CoC) to oversee funding. In addition, they will oversee the Coordinated Access referral process for the HUD programs. The Manager will collaborate with the Program Compliance Manager (PCM) on grant applications, HUD NOFOs, surveys, and reporting. They will attend internal and external meetings relating to the functioning of the HUD Rapid Rehousing and Permanent Supportive Housing programs. Responsive, proactive, flexible, and respectful teamwork is vital to this position. An understanding of racial justice, Trauma Informed Care, and the effects of poverty and inequity is essential. DUTIES & RESPONSIBILITIES Essential Maintain a strong understanding of HUD funding including its regulations, eligibility guidelines, reporting requirements, operating procedures, and other contractual requirements. Ensure that all services provided are high quality, respectful, efficient and effective. Take the lead in recruiting and hiring new HUD Team staff when turnover occurs. Supervise and support a team of up to 12 staff (including up to 8 direct reports, the HUD Coordinator(s) and their 2-3 staff), including Family Advocates, Housing Specialist and interns/Jobs+, assisting staff to resolve issues related to their daily work and administer improvement plans and disciplinary action to employees as necessary. Provide a minimum of biweekly in-person check-ins for direct report staff (weekly for new hires). Work closely with the Program Compliance Manager (PCM) to ensure staff compliance with all OJF HUD programs’ regulations. Assure and support thorough staff training during onboarding and throughout their time at OJF. Provide for external training and professional development opportunities. Manage the annual budgeting process for the HUD programs and the budgets throughout the fiscal year working closely with the Director of Community Programs and finance. Manage the partnership with JOHS and the CoC to oversee the program instructions, outcomes and budgets for the HUD programs Match and Service Gap funding. Track spending and personnel allocations, maintain spend downs and review HUD program monthly rent roll entries. Work with Quality Assurance staff, Director of Community Programs and finance to maintain accurate, timely records of expenditures and obligation of funds. Work in collaboration with the PCM on grant applications, HUD NOFO, surveys and reporting. Work in collaboration with the PCM, Director of Community Programs, finance on HUD audits and file monitoring. Provide leadership on program development and implementation in accordance with agency strategic plan to ensure that the needs of the community and the mission of the Our Just Future are being addressed to the fullest extent possible. Oversee and manage the Coordinated Access (CA) referrals process for the HUD programs. Be the liaison with the JOHS CA team and partner agencies and coordinate with the OJF HUD Housing Specialist and HUD Coordinator on the referrals. Help determine eligibility for participants, both internally and with partner agencies for enrollment into housing and rent assistance programs. Manage participant assignments and caseloads in coordination with the HUD Coordinator. Oversee regular case conferencing sessions with staff. Work with the HUD Coordinator on scheduling, facilitation and follow-ups with staff. Oversee the timeliness and completeness of progress notes by staff in ETO and follow-up with staff as needed. Coordinate regularly with QA&A staff and HUD Coordinator to follow up and direct staff as needed on any issues pertaining to HUD regulation compliance and file maintenance Handle HUD program participant grievances when informed by staff, given notice by reception/other staff, and/or contacted by the participant. Document thoroughly as necessary. Follow grievance policy and procedure when there is a formal grievance provided. Coordinate and facilitate regular HUD Leadership Team and HUD Team meetings. Secondary Develop and maintain productive relationships with funders and partner agencies. Provide ongoing feedback to employees on their performance and provide annual performance evaluations in accordance with agency policies and procedures. Provide back-up for the HUD Coordinator, other CPMs and direct service staff as necessary due to illness or other absence. Collaborate with the HUD Coordinator to manage coverage for the team in the event of extended absences and staff sabbaticals. Maintain accurate, complete, up-to-date documentation of service activities using Our Just Future’s procedures, forms and data reporting systems. Submit paperwork in a timely manner. Provide support to staff around potential participant terminations, working closely with the PCM to assure all required steps are taken and appropriate documentation is in order. First ensuring that all possibilities are attempted with participant and staff to avoid the termination. Support and provide feedback to QA&A team and HUD Coordinator in the creation and updating of file checklists, forms and Policies & Procedures and training manuals. Work with Director of Community Programs and other CPMs to facilitate a cooperative and efficient office environment in multiple buildings. Work with the Resident Services staff on shared HUD participant/tenant issues. Stay up to date on tenant rights, laws, including VAWA and Fair Housing. Participate in monthly Extended Management Team, Quarterly Community Programs meetings, All Staff meetings, and other meetings as needed. Represent Our Just Future at CoC and external meetings supporting HUD RRH and PSH programs as negotiated with supervisor. Other duties as assigned. QUALIFICATIONS The successful candidate must be able to perform each critical performance task satisfactorily. The requirements listed below are representative of the knowledge and abilities required. Knowledge of: Social and economic issues creating poverty, working successfully with practices and techniques related to people with low income to achieve greater self-sufficiency. Equity, inclusion, and trauma informed care best practices. Community resources and agencies providing Community Programs needed by homeless and low-income persons. Ability to: To implement HUD regulations, requirements and processes as they pertain to RRH and PSH HUD housing programs. Effectively supervise and manage a team of up to 12 staff Manage large budgets Plan and coordinate contract spending and compliance. Oversee staff to ensure they empower and support clients in life choices and change. Provide leadership, facilitate group processes and work cooperatively. Develop and maintain productive working relationships within Our Just Future, with public and private agencies, the general public and clients. Ensure delivery of culturally sensitive services to a widely diverse low-income population. Prepare and maintain clear, accurate, complete and timely records and reports. Prepare and submit quarterly, annual and other funder reports in collaboration with QA staff. Maintain professional boundaries with all families served, and with all staff. Communicate effectively, clearly, responsively and in a trauma informed manner verbally as well as in all correspondence Handle participant grievances and manage difficult and sensitive situations Accurately track data and supervise staff around data quality and tracking. Understand and follow complex written and oral instructions, rules and procedures; to work independently and to be a vital and contributing part of a team. Read and write standard business English. Speak publicly about Our Just Future programs. EDUCATION and/or EXPERIENCE Minimum two years’ experience supervising multiple and diverse staff. Experience managing government contracts and ensuring contract compliance. Experience managing complex relationships while upholding rules and regulations. Experience developing and managing program and/or organizational budgets. Experience delivering services using Trauma Informed Care and Assertive Engagement techniques Bachelor’s degree in social services/social sciences field, or B.A in a related field and two years case management experience, or equivalent. Excellent computer, word processing and Excel skills and willingness to learn other computer skills. LANGUAGE SKILLS 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 general public. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as proportions and percentages. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of technical instructions in written, mathematical or diagram form and deal with several abstract and concrete variables. TRANSPORTATION If the main source of transportation for the applicant is motor vehicle, the successful applicant needs a reliable automobile, current Driver’s License and current automobile insurance carrying 100/300 limits of liability. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and distance vision. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hybrid work environment between virtual and in office is expected