FTE; FT/PT; STATUS: 1.0 FTE; Full Time with Benefits; Regular
FLSA; EEO; WC: Exempt; Professionals; 8864
PROGRAM(S): Various
REPORTS TO: Strategy & Program Quality Director
OPENING DATE: April 4, 2024
CLOSING DATE: Open until filled.
REQUIREMENTS: Experience managing complex programs and supervising large teams. Must be able to pass extensive Background Check. Must have valid driver's license and insurance and access to a private vehicle during business hours.
GENERAL POSITION SUMMARY:
This position manages special program initiatives (e.g. major new contracts or grants, cross-division contracts, expansion into new program areas, oversight of Eastern Oregon programming, etc.) while providing critical program management surge capacity. The Special Programs Manager is expected to spend significant time serving as interim Sector Manager, Assistant Manager or Coordinator 3 when there are management gaps, or assisting existing Managers/Assistant Managers with start-up, close out or implementation of programs that require additional capacity.
The ideal candidate has a combination of analytical, program management, and staff development skills, is excited by transitions and frequent changes in portfolio, and is comfortable interacting with all levels of the organization. We are looking for someone with strong relational skills who can quickly establish trust and create collaborative relationships with program teams, administrative teams, and funders. The ideal candidate will be a highly strategic and creative thinker, ready to co-create quality programs and systems in a uniquely complex non-profit organization with hundreds of programs serving an extraordinarily diverse community base.
ESSENTIAL DUTIES:
Cross-Program Management
- Collaborate with the Development team on major new initiatives and lead the transition of those initiatives from development stage through contracting and start up. Ensure that these new initiatives meaningfully reflect IRCO’s vision, that contracts/ Scopes of Work are executable within reason and within funding parameters and build out tools for execution of the program as outlined in the contract and in line with IRCO’s mission and strategic direction. Liaise with funders and program managers to ensure smooth communication and funder confidence during contract negotiation and project start-up. Also ensure new initiatives’ budgets reflect likely spending needs for the program and agency.
- Coordinate agency-wide contracts pertaining to strategic initiatives including developing internal informational and tracking tools, promoting shared understanding of program requirements, ensuring contract compliance, monitoring budget spending, coordinating reporting, conducting quality assurance activities, and proposing to Senior Leadership strategic allocations between sectors and cultural centers. Act as primary point of contact with funder on those contracts.
- Oversee agency wide MoUs and contracts related to program initiatives that are shared across programs (e.g. cash/gift card vendors, RentWell training contract, etc.)
- Oversee the suite of non-Early Learning services in Eastern Oregon; lead efforts to grow programming in the area to address unmet needs. Supervise the Ontario Programs Coordinator and ensure site is running effectively and is adequately supported by IRCO’s Administrative teams. Position is expected to travel to Ontario at least quarterly.
- Represent IRCO in multi-sector/multi-division forums such as Community Services Network PDX, and ensure relevant information is shared across IRCO programs.
- Support the development of program management standards and tools and their rollout across the agency.
- Conduct supervision and program oversight using a strength based, TIC and DEI lens.
- Work closely and collaboratively with Strategy & Program Quality Director to adjust duties and workload as needed.
Roving Program Leadership & Award Management
- Serve as Interim Sector Manager, Assistant Manager or Coordinator 3 to cover management gaps in the program team; and support onboarding of new hires into those roles including but not limited to understanding their contracts, data collection and reporting processes, and grant/contract close out requirements.
- Oversee operations of the assigned programs to ensure quality service delivery that centers the needs of traditionally underserved communities and is informed by data.
- Assume responsibility for program design, planning, implementation, reporting, and evaluation; manage budgets, review budgets and expense reports ensuring compliance with agency and funder requirements, prepare budget amendments; compose or review/approve and submit program reports to funders, review and approve program renewals, and review, negotiate, and approve new awards.
- Ensure services are delivered effectively and sector, programmatic, and financial records are maintained.
- Oversee the identification, safeguarding, and destruction of confidential information and compliance with federal and state regulations.
- Conduct regular program reviews to improve efficiency and ensure compliance with contract requirements.
- Periodically review client files and service records, ensure data entry, case notes, updates, reports, and other administrative tasks are completed accurately within given timelines.
- Participate in funding conversations with private and public funders; design and support legal proposals, and engage in other resource development activities, as applicable.
- Coordinate with other organizations involved in similar programming.
- Perform other duties and lead other projects as assigned.
Roving Team Management
- Serve as Interim Sector Manager, Assistant Manager or Coordinator 3 to cover management gaps in the program team; support new hires into those roles including supervision expectations and processes at IRCO.
- Provide reflective supervision to all sector employees, ensuring quality service delivery for IRCO clients.
- Conduct supervision and oversight using a strengths-based, trauma-informed, and DEI lens.
- Foster a supportive, positive, and accountable work environment.
- Recruit, hire, and conduct performance evaluations for assigned program staff; set wages, and take corrective action, when necessary, in consultation with supervisor and HR and in alignment with agency policies.
- Provide onboarding and ongoing professional development opportunities for assigned program staff.
- Ensure consistent application of IRCO policies, internal guidelines, and Code of Conduct.
- Ensure ongoing training of staff relevant to the assigned program, as well as trauma-informed care, strengths-based case management, DEI principles, and motivational interviewing.
KNOWLEDGE:
Education: bachelor’s degree (4) required
Experience: 5-6 years of experience is required (5) including at least 3 years of experience in a program management and supervision role.
Additional Language Required: Bilingual (and/or Bicultural) in another language, preferred.
Computers: All positions at IRCO require use of a computer and experience working with Microsoft Products including but not limited to Microsoft 365, Excel, Word, Outlook, and PowerPoint. Experience working with relational databases, performance management systems, and/or other data collection systems required. Experience with Apricot 360 preferred.
SKILLS:
Communication:
Regular communication inside and outside the organization to exchange ideas and gather information (5)
Creativity:
Regular need to design and develop multiple program functions (work units) and related processes and procedures (6)
EFFORT:
Mental:
There is a regular need for assessment of risk, analysis of options and decisions without complete information (5)
Physical:
Positions at this level require some physical efforts or manual labor such as lifting, carrying or constant movement. Positions with regular responsibility for driving are to be placed at least at this level (3)
RESPONSIBILITY:
Impact and Influence:
Positions at this level have an on-going impact on organization operations, program outcomes, expense or budgetary outcomes. Program and policy development, which could be significant, is also part of the job responsibilities. (5)
Work Independence:
Positions at this level are expected to work under minimal supervision. Positions regularly contribute ideas, but decisions or actions that commit the organization or which are outside established policy/procedure are expected to be referred to others (4)
Planning:
Positions at this level required refined planning and goal-setting skills. Plans must consider options and contingencies, and must include methods for handling any difficulties encountered. (4)
Supervision:
Responsible for a full range of supervisory responsibilities, including providing daily work direction, authority to hire, discipline and terminate employees, make pay adjustments, communicate performance appraisals, etc. (5)
WORKING CONDITIONS:
Environment:
There is a moderately low level of personal risk encountered. Job conditions are occasionally uncomfortable relative to noise, temperature, inside/outside work, or interactions with people experiencing crisis (3)
Schedule:
The work schedule occasionally fluctuates based on organization or customer needs. This fluctuation may occur with or without prior notice. (3)