Program Manager

Special Service for Groups- HOPICS•Los Angeles, CA

30d•Hybrid

About The Position

Under the supervision of the Interim Housing Senior Manager, the Program Manager serves as the primary HSH point of contact for assigned Interim Housing Providers and sites. This role is responsible for regular communication and follow-up with assigned providers, ensuring site presence and awareness of day-to-day program operations. The Program Manager plays a crucial role in ensuring the accuracy and timeliness of participant documentation, including assessments, care plans, and case notes, within systems like HMIS/CHAMPS. They provide training and technical assistance, elevate issues requiring further guidance, and maintain ongoing communication with providers. The role also involves supporting provider capacity building, addressing site operational issues, and ensuring compliance with program, contract, and funding requirements. Additionally, the Program Manager is responsible for data-driven conversations, preparing and presenting data reports, coordinating case conferences, and supervising onsite program staff.

Requirements

An associate’s degree in social services or a related field, such as administration, business, or housing, from an accredited or state-approved college or university.
A minimum of two (2) years of job-related experience working with homeless individuals/families is necessary.
Strong organizational skills, attention to detail, and ability to manage multiple tasks.
Excellent interpersonal and communication skills, with a commitment to maintaining confidentiality.
Proficiency in using computer applications and databases, including HMIS/CHAMP or similar systems.
Knowledge of community resources and services available to individuals experiencing homelessness.
If in recovery, a minimum of three (2) years of being drug and alcohol-free is required.
A working knowledge of Microsoft Office and other database programs is essential.
Knowledge of resource development, program management, and documentation is required.
Ability to work effectively with clients from diverse cultural, ethnic, and socio-economic backgrounds.
Excellent written and verbal communication skills are necessary.
Verification of employment eligibility and background clearance is required.
A TB test is required (not more than three months before or seven days after the date of hire and renewed annually thereafter).
CPR and First Aid Certification must be obtained within 30 days of employment.
Access to reliable transportation.

Nice To Haves

A bachelor’s degree in social work, Psychology, or a related field is preferred.
Five (5) years of experience in the social service field is preferred.
Familiarity with DCFS and experience placing homeless families into permanent housing is a plus (family sites only).
Experience as a program manager and/or in homeless programs is preferred.

Responsibilities

Serve as the primary HSH point of contact for assigned Interim Housing Providers and sites.
Maintain regular communication and follow-up with assigned providers.
Ensure site presence and awareness of day-to-day program operations.
Ensure case managers are completing, updating, and maintaining all required participant assessments (e.g., 5x5 Assessments, ECM Assessments) within established timelines.
Ensure case managers have Individualized Care Plans (ICP) and/or Housing and Service Plans within 30 days of enrollment and update them at least every 90 days.
Ensure all required documentation, including case notes, services, assessments, and 5x5 Assessments, are completed and entered into HMIS/CHAMPS within required timelines.
Review program information and provider updates at the appropriate cadence.
Provide training and technical assistance when additional guidance is needed.
Ensure case managers are maintaining accurate DAP or GIRP case notes, documenting services provided, participant progress, and barriers to achievement.
Elevate issues that require additional HSH guidance, review, or support.
Engage in ongoing communication exchanges regarding program operations and support needs.
Ensure case managers maintain complete and accurate participant files.
Conduct data-driven conversations regarding program operations, reviewing program reports such as daily census, provider documentation performance, and incident/exit report data.
Support building and expanding provider capacity to navigate program expectations and provide support to participants.
Address issues related to room cleanliness, decluttering, unauthorized food storage, prohibited items, unattended children, unattended service/support animals, and unauthorized visitors or overnight guests.
Provide essential oversight for program operations, documentation, and reporting.
Offer technical guidance to ensure all expectations and workflows are effectively maintained.
Ensure a minimum data accuracy rate of 95% for maintaining, monitoring, and updating data reports.
Participate in required or recommended trainings and maintain training documentation for staff.
Attend all one-hour meetings between interim housing providers and HSH staff.
Submit the daily census every weekday by 10:00 am, including total occupancy, pending referrals with intake dates, completed intakes, retracted referrals, current MIA for at least 48 hours, and pending exits.
Coordinate and facilitate bi-weekly case conferences.
Support follow-up on barriers, resource connections, and action items from case conferences.
Maintain case conference notes/documentation, including meeting date, attendees, participant names/IDs, psychosocial or other issues identified, and planned interventions.
Prepare and present relevant data reports to inform provider staff of program performance.
Review prior case conference notes, outstanding action items, and participant updates.
Provide updates on recent intakes, exits, pending referrals, transfers, higher-level care needs, and general program updates.
Maintain organized case conference documentation.
Oversee the overall day-to-day operations at the site(s).
Supervise all onsite program staff, including facilitation of regular case management supervision meetings.
Maintain copies of supervision meeting notes/records.
Ensure adherence to HSH IH program expectations.
Serve as an essential POC in helping the HSH IH PM understand the needs of participants and staff at the IH site(s).
Professionally represent the agency at meetings, trainings, and community events.
Manage personnel matters, including conducting annual performance reviews and administering disciplinary measures.
Oversee and authorize staff attendance records and timesheets.
Approve Timesheets.