Family and Housing Services Division Manager, Congreso de Latinos Unidos

Posted by Congreso de Latinos Unidos on June 4, 2018

The Division Manager position is responsible for providing administrative support to Congreso’s Family and Housing Services Division. This position is tasked with working in collaboration with the Vice President in a fast paced environment to enhance the development of the Division. This position will support with a wide variety of analytical and administrative functions that are designed to increase the capacity of division staff with the goal of improving performance and amplifying the services offered. This position is considered part of the Division’s Leadership Team and requires the ability to be highly proactive, self-motivated and serve as a confidential assistant to the VP. Additionally, this position requires excellent written and verbal communication skills and a strong command of Microsoft Office software, especially Excel, Word, PowerPoint and Outlook. This position will also interact with departments and Divisions within the agency, including Fiscal, Human Resources, Data and Evaluation, and the other two programmatic divisions (Health Promotion and Wellness, and Education and Workforce), to ensure accuracy of information and operations agency-wide. To summarize, this position will demonstrate leadership across the Division in a wide variety of administrative capacities to enhance and grow the development of all departments and serve as a co-leader with the Vice President to drive the mission and vision of the agency and Division to success.

Particularly, the major functions of this role are to support the Family and Housing Services Division at Congreso in the following core areas:

Programmatic Fiscal Management and Analysis

• Administrative Management and Support to the Vice President
• Support with Personnel Management and Staffing Strategy
• Continuous Quality Improvement
• Division-wide Strategic Development and Special Projects
• Division-wide PCM Service Delivery Model Implementation

Essential Functions

Programmatic Fiscal Management and Analysis

• Assist the Vice President and/or Division leadership with fiscal management and planning of Division budgets and salary allocations, including, but not limited to: budget creation, oversight and execution of budget revisions, and serving as the lead in maintaining the Division’s Financial Forecast tool.
• Responsible, in conjunction with the Vice President, for communication to external funders in regards to budget submission and approval, and any other fiscal related matters.
• Responsible, in conjunction with Division leadership, for the monitoring of program expenditures and tracking to ensure expenses are in compliance with internal fiscal procedures and allowable within the regulations for each contract.
• Responsible for working with and communicating regularly with the Fiscal department to ensure accuracy of budgets in the fiscal database, division forecast, and salary allocation spreadsheet, and providing any budget updates as necessary.
• Participate in Division Fiscal meetings – take minutes and provide list of follow up items and ensure completion of tasks by persons responsible.
• In collaboration with VP and Divisional Leadership, perform fiscal analysis in determining feasibility and sustainability of new or existing projects or identifying gaps and proposing potential solutions.

Administrative Management and Support to the Vice President

• Provides direct, high-level support to the Vice President of the Division on a regular basis.
• Works on behalf of the VP to support the Division Leadership team to drive the Division’s programmatic operations and ongoing strategy.
• Supports the VP with coordination/facilitation of Division meetings including but not limited to: Management and Leadership meetings, Quarterly Division meetings, special events, and functional Strategic Development meetings. Represents the VP at internal/external meetings, as necessary.
• Supports the VP in the management of his/her calendar, helps with prioritization of work and provides insight on how to manage multiple tasks across a diverse, fast-paced workload.
• In the absence of the VP, this role is expected to autonomously manage and support the day to day work and operations of the Division.
• Supports the VP with project management as it relates to the preparation of grant proposals, reports, presentations and strategic initiatives.
• Provide general office support to the division including but not limited to ordering and maintaining supplies, processing staff check requests, and following up on any IT and Facilities related duties.

Personnel Management and Staffing Strategy

• Assists VP and Divisional Leadership with personnel strategy and supports hiring managers with navigating the Hire Process from beginning to end.
• Reviews resumes and hiring packets/change-of-status forms for all incoming staff to ensure they are meeting the eligibility requirements for positions (as necessary).
• Codes staff salaries for new hires and status changes to appropriate budgets and allocates them into the division Forecast tool.
• Secures completeness and accuracy of the hiring paperwork, ensuring timely and accurate submission to the Human Resources Department.
• Supports VP in identifying formal/informal training needs to address professional development within the division.

Continuous Quality Improvement

• Collaborates with VP, program leadership and the Data and Evaluation Team in the selection of outcome indicators and tools; maintains working knowledge of how indicators are measured within divisional programs, and supports leadership with analyzing divisional data for high-level compliance and trends.
• Become knowledgeable and able to use functions in Congreso’s Efforts to Outcomes (ETO) Database and be familiar with how it is customized for the programs within the different departments in the Division.
• Pursue and maintain advanced working knowledge of Microsoft Excel to assist with diverse data analysis and spreadsheet design needs within the Division.
• Supports VP of Quality Assurance in communicating ETO Database changes and data requirements to staff, as necessary.
• Attends Division Data and Evaluation meetings to report program updates, support with logistics and follow ups and to assist VP with driving Congreso’s performance management culture across the Division.
• Communicates with the VP of Quality Assurance on all new contracts or existing contracts without effective data management systems that could benefit from a system review and technical support.
• Responsible for working with the VP, and division leadership to hold staff accountable for following contract compliance standards.
• Disseminates agency data management reports (such as gaps, agency indicators) prepared by the data department to staff.
• Works with Data and Evaluation team and Division leadership in completing funder request for data, and any reports as required.

Division-wide Strategic Development

• Assists in the creation and implementation of strategic priorities for the Division; participates in the formulation and execution of long-range goals and objectives.
• Assists in Division-wide development and grant writing, as needed. Includes preparing budgets for new grant proposals and renewals, as well as providing narrative content, proofreading and editing as applicable.
• Work with VP and Division Leadership to conduct Program Design and Impact analysis to make recommendations for ongoing enhancements.
• Support the VP and Chief Program Officer with human-centered design projects within the Division’s service portfolio.

Division-wide PCM Service Delivery Model Implementation

• Supports the Vice President with implementing the system and core tenets of Congreso’s Service Delivery Model, Primary Client Model (PCM).
• Participates and supports with agency PCM events and implementation teams, including PCM Steering Committee, PCM Skills Trainings, and PCM Resource Seminars.
• Supports VP with ensuring that PCM-related processes are implemented across the division and that follow ups are moved along within established deadlines.

Knowledge, Skills, and Abilities

All Staff Competencies

• Basic understanding of Congreso’s mission, vision, values, programs and services, and business plan.
• Knowledge and understanding of the targeted community’s needs and demographics.
• Understanding of legal criteria for issues such as confidentiality, domestic abuse, child abuse, and mandated reporter requirements.
• Ability to provide nonviolent intervention with a high level of ethical standards of conduct, cultural sensitivity and within appropriate boundaries and limits.
• Ability to effectively use standard office equipment.
• Possesses strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, external business partners, and the community.
• Ability to operate a computer and use a variety of common software programs including Microsoft Office, spreadsheets, Congreso’s Efforts to Outcomes (ETO) software, and customized databases.
• Adheres to all Congreso and departmental policies and procedures.
• Attends all Congreso in-services as required.
• Strong written and verbal communication skills and effectively communicate with individuals and groups.

Leadership/Management Competencies

• Ability to articulate, promotes, and models the organizational mission, vision and programmatic goals, and strategic plan.
• Understanding of legal/political policies and issues, community resources, and benefits addressing targeted client needs as they affect Congreso services (e.g. TANF, poverty, immigrants).
• Understanding of and implement guidelines and policy for programs and the organization.
• Ability to effectively implement human resources policies, employee relations, staff supervision, staff development, staff evaluation, and management practices in accordance with Congreso policies.
• Ability to read and understand a budget – making appropriate financial decisions (including review of spending levels).
• Ability to evaluate data against business plan and communicate results while applying a sophisticated understanding of performance management and data driven performance reviews.
• Ability to effectively conduct one on one advocacy and/or educational presentations.
• Ability to manage, evaluates, and distributes the work of an individual or teams either programmatically or by function.
• Ability to monitor contract compliance.

Experience, Education, and Licensure

Minimum Experience:

Required:

• A minimum of 3 years of work experience in nonprofit and/or social service sector.
• Strong analytical skills and proven project management experience.
• Must be able to demonstrate a minimum of high-intermediate skill in Microsoft Office Suite software, especially in Excel.
• Minimum of 2 years of experience working with budgets and contract management.
• Must have strong organizational skills, be detail oriented, and be able to work in a fast-paced environment and prioritize many tasks. Some tasks may be confidential in nature, and candidate must be able to demonstrate ability to manage confidential information.
• Excellent written and verbal communications skills in English.

Preferred:

• Social service/nonprofit program management experience is a plus.
• Grant writing experience is a plus.
• Supervisory and leadership experience is a plus.
• Bilingual – English/Spanish is a plus.

Minimum Education:
Required:

• Bachelor’s degree in Accounting, Business Administration, Non-profit Management, Education, Social Services, or related field.

Preferred:

• Master’s Degree Preferred.
• Master of Business Administration (MBA) degree with a combination of 1 to 3 years of management experience is strongly preferred.

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