About this role
Summary
The Program Administrator supports the Teen and Anti-Trafficking Services through the development and administration of systems and processes related to the administrative functions of the programs, including data and compliance management; program scheduling and staffing; and client programming support.
Duties and Responsibilities
The following duties and responsibilities reflect the essential functions of the position, but do not restrict the assignment of additional tasks. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Data and Compliance
- Perform and manage data entry and documentation efforts to comply with contract mandates, record program outcomes, and identify areas for improvement and growth, including Client Track, TIMS, HMIS, STEP, HCV, ESHAP and others as required.
- Manage and facilitate program-level grant reporting for Teen and Anti-Trafficking Services programs:
Develop and maintain a program reporting structure for the multiple funding streams;
- Develop tracking tools for grant, agency, board and funder outcomes and deliverables to facilitate reporting;
- Ensure data is submitted as required and in accordance with funding requirements;
- Prepare all reporting in partnership with Senior Director of Teen and Anti-Trafficking Services.
Program Scheduling and Staffing
- Perform and manage staff-related administrative functions of Teen and Anti-Trafficking Service, including staff coverage planning, staff scheduling, and staff certifications and trainings coordination and maintenance.
- Work with programs to support the administrative functions of hiring and onboarding program staff across Teen and Anti-Trafficking Services.
- Support the planning of team meetings. Client Programming Support
- Research, recommend and develop resources and systems to support programming and services; work with the Senior Director of Teen and Anti-Trafficking Services to develop and implement strategic plans for programming and funding.
- Manage the client file review system; design and implement a system for ongoing reviews, providing support to staff as necessary.
- Work with the Senior Director of Teen and Anti-Trafficking Services to implement and maintain program procedures and policies.
Management Team Responsibilities
- Perform and manage special projects, as directed by the Senior Director of Teen and Anti-Trafficking Services.
- As an individual and as a team member, promote working collectively in support of the agency mission.
- Perform other duties or tasks as assigned or required to meet program, team, or Agency needs, or to fulfill the Agency mission.
Supervisory Responsibilities
The Program Administrator provides oversight and quality assurance to all data entry for Teen and Anti-Trafficking Services.
Qualifications
Education and Experience
Required
Bachelor’s Degree in social work, public administration, business administration or related field of study, and significant, relevant experience in nonprofit management; or comparable combination of education and relevant experience.
Required Knowledge and Competencies
- Understanding of the Preble Street mission, social work best practices, low-barrier service provision, oppression theory, and social and economic justice.
- Understanding of and positive regard for individuals experiencing homelessness and/or living in poverty.
- Ability to work independently, assess priorities, take initiative, manage multiple assignments and meet deadlines.
- Demonstrated ability in creating and maintaining systems for data and information management, with a high level of competence in task and project organization.
- Exceptional skills in data collection and management.
- Ability to conduct research and to analyze data and information.
- Ability to work collaboratively and to promote team productivity.
- Demonstrated management skills.
- Ability to plan, organize, direct and supervise the work of other staff.
- Ability to communicate effectively, orally and in writing, and to prepare clearly-written professional correspondence.
- Ability to identify and understand challenges, objectively assess and evaluate information, and propose solutions.
- Technical capacity to communicate, document, report and distribute data and information, utilizing information and communications technology as required.
Working Conditions
This position is primarily an office-based, administrative position, which requires working in a variety of indoor environments, including office spaces, all program spaces, and in the community. Conditions within program spaces may at times be loud and crowded.
This position regularly requires operating a video display terminal for four or more consecutive hours per day.
Occupational Risks
This position is classified as Category II and may include:
- Minimal risk of exposure to blood borne pathogens.
- Occasional exposure to challenging behaviors.
- Occasional exposure to the elements.
Physical Requirements
- Regularly required to work a full-time, 40-hour schedule. Additional hours of work may be required to fulfill position responsibilities.
- Frequently required to move about and navigate a variety of physical environments including office and program spaces within the agency and the community.
- Frequently required to remain in stationary position for extended periods of time.
- Occasionally required to adjust position, as needed.
- Constant operation of a computer, keyboard, mouse, and other devices and objects; regularly required to operate a video display terminal for four or more consecutive hours per day.
- Participation in training sessions, presentations, and meetings.
- Occasionally required to travel to attend community and inter-agency meetings, trainings and events.
- Occasionally ascend and descend stairs.
- Frequently required to move and transport objects weighing up to 10 pounds.
Grant funding: This position is funded in whole or in part by grant funding, and may be contingent upon continued receipt of such funding.
This job description does not constitute a contract of employment. Employment of all staff is “at-will” and may be terminated by the employee or the agency at any time, regardless of funding status.