PROGRAM ADMINISTRATOR - COMMUNITY PROGRAMS -… at The Lord's… · West…

Description

The Lord’s Place is a dynamic, passion-driven social impact organization in Palm Beach County providing innovative, compassionate and effective services to homeless men, women and children in our community.  We are an organization committed to building a varied workplace welcoming people of all backgrounds. We have consistently ranked nationally as a Best Nonprofit to Work For and as a Best Place to Work in Florida.   

What makes us one of the best places to work, besides having mission-focused employees who live our core values?  

• Generous paid time off including vacation, sick leave, and holidays 
• Maternity/Paternity Leave 
• 401k with employer match 
• Exceptional benefits including health, dental, vision, life, short and long-term disability, supplemental insurances  
• Employee assistance 
• Tuition Reimbursement 
• Flexible work environment 
• And much, much more! 

We are seeking an exceptional, self-motivated, and enthusiastic individual to join our Community Services team.  This role supports the effective operation of community-based programs by ensuring administrative processes run efficiently, enabling program staff to focus on delivering high-quality services to individuals experiencing homelessness. Performs a variety of functions including but not limited to the following: implementing a system for timely and accurate submission of expense reports, assist with logistics and organization of program events and activities, providing program information to callers and guests, providing backup coverage for reception and key program staff, assistance with data entry and reporting, and other administrative and business details as directed by the VP of Community Programs. The hours are in person Monday-Friday 8:30 a.m. to 4:30 p.m. 

Responsibilities Include:   

• Provides clerical and administrative support to Community Programs Directors and staff. Works cross-functionally with Community Programs Directors, frontline staff, and administrative departments (Finance, Advancement, HR). 
• Develops and implements a system for timely and accurate submission of staff expense reports, including support with scanning, uploading, coding, and follow-through to ensure completeness and compliance with organizational policies. 
• Develops familiarity with all agency programs and services in order to respond to general and community inquiries regarding programmatic/client information. 
• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. Takes and delivers messages when appropriate personnel are unavailable. 
• Supports Directors in the preparation, organization, and submission of programmatic and funder-required reports. 
• Assists with data quality, reporting, and evaluation-related activities, including running program data reports for grant reporting and billing purposes, reviewing client information systems for accuracy and completeness, and supporting agency data management and outcome tracking efforts. 
• Provides administrative support to Directors in the preparation for audits. Collects and provides necessary documentation for reporting and audit purposes as directed. 
• Observes and protects confidentiality requirements with all cases. 
• Engages in cross training with key program positions in order to assist with backup coverage in the event of staff absences or vacancies. Areas of cross training may include engagement center reception, data entry into behavioral health billing database, phone coverage/triage for specific program departments, ETO database administration, and Café/Engagement center support staff. 
• Attends various meetings with program directors, committee members, partner agencies and others concerned with departmental and program issues. 
• Attends internal trainings and professional development opportunities as assigned. 
• Performs other clerical duties as needed, such as filing, photocopying and collating. 
• Assists with scheduling, logistics and set up for trainings, meetings, and events. 
• Collaborates with the Advancement Department as it applies to gifts-in-kind and sharing client stories to aid the department with necessary information to share the impact of The Lord’s Place with our community. 
• Performs additional duties as assigned by the VP of Community Programs according to business needs. 

Recovery Oriented System of Care (ROSC) - The selected candidate will be expected to follow the principles listed below:   

• Staff are expected to integrate and adopt the principles of a Recovery Oriented System of Care in their delivery of services. Recovery-oriented services are: 
• Strength-based approaches that promote hope 
• Anchored in the community 
• Person- and family-directed 
• Supportive of multiple pathways toward recovery 
• Based on family inclusion and peer culture, support, and leadership 
• Individualized approaches that are holistic, culturally competent, and trauma informed 
• Focused on the needs, safety, and resilience of the participants that we serve 
• Approaches that encourage choice 
• Grounded in partnership and transparency 
• Focused on supporting people with creating a meaningful, fulfilling life in their community 

Requirements

Requirements include:   

• High school diploma or GED preferred. 
• Requires the ability to operate business equipment used daily within the organization. 
• Accurate typing and proficiency in using technology including email, web applications, scanning, client information systems, Microsoft Office suite, and Windows/Sharepoint document archiving/storage. 
• Strong attention to detail including ability to submit reports completely and correctly, and to review others’ work for accuracy. 
• Strong organizational, customer service, and multitasking skills in a fast-paced environment.
• Familiarity with homelessness, behavioral health, or housing services preferred.
• Experience in a nonprofit or human services environment preferred.
• Requires lifting up to 25 lbs. 
• Work is performed in both office and program site environments, including active service settings with frequent interruptions and client interaction.