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Program Manager Assistant II

Corporate | Los Angeles, CA | Full Time

Job Description

About Us:

VOALA

Helping Our Most Vulnerable Change Their Life Stories

Volunteers of America is a non-profit human services organization committed to serving people in need, strengthening families, and building communities.  VOALA provides a variety of social services to Los Angeles area communities such as Head Start programs, Upward Bound college prep programs, veterans’ services, homeless shelters, low-income housing program as well as drug and alcohol rehabilitation. Learn more at www.voala.org.

JOB SUMMARY AND PURPOSE

Under the supervision of the COO, the Program Manager Assistant II tracks funding, objectives, and budgets and leads the Respite Care Program. the Program Manager Assistant II monitors and assures program compliance with contracts and grants awarded.  Works on special projects supporting the COO.  

DUTIES AND RESPONSIBILITIES

  • Work with the COO to assist in submitting funding applications, budgets, work plans and reports;
    • Perform relevant research to identify available  community resources, program and funding opportunities. Assist with  grant writing efforts; Keep the relevant staff informed about upcoming deadlines and deliverables, thereby ensuring smooth completion of work responsibilities
    • Assist COO to establish and modify budgets as needed;
    • Assist in  creating policies and procedures for interdepartmental interactions involving grant process/submissions
    • Provide guidance and training to the new staff on         reporting requirements
  • Assist COO with  funders and advise as to ongoing status of project/program;
    • Assist  COO and program leadership to maintain open lines of communication between funder, program staff, program management, agency administration and regulatory bodies to meet program timelines and requirements
    • Maintain contract documentation; (i.e. copies of grant RFP’s/proposals, funder guidelines/policy and procedures manuals, budgets, work plans, reporting schedules, progress/data reports) monitoring visit requirements, schedules, corrective action plans, timeline schedules and related documentation;
  • Assist COO with communication and problem solving with vendors, community relationships, funders, and stakeholders
  • Assist COO to facilitate success of grant/contractual obligations and other administrative obligations;
    • Work with health and safety staff to ensure compliance with grant/contractual obligations, documentation and record-keeping standards,
    • Assist COO and assign accountant in analyzing the budget trends and make recommendations for cost control and reduction for various grants
    • Keeps a scorecard of all programmatic requirements (such as clients served, bed capacity) to ensure the leader is informed of key requirements at all times
    • Work with CARF Specialist to meet regulatory requirements of the program
    • Supports the COO with other responsibilities to ensure compliance
    • Assist in facilitating program solving with key leaders to meet programmatic needs identified by COO.  
  • Completes special projects as assigned
  • Responsible to put together procedures, check lists (for systems), and other projects for follow up; completes assigned items
  • Assist COO with creating systems to make program operations more efficient
  • Act as liaison between the COO, Directors, Assistant Directors, and Senior Program Managers
  • Assist in the startup of new programs and planning out program implementation
  • Other tasks as may be required by the COO.

Qualifications

REQUIREMENTS:

  • Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications

EDUCATION:

  • Bachelor’s Degree in Social Services or related field
  • Or Bachelor’s Degree in Business Administration or related field 

EXPERIENCE:

  • Minimum of 3 years of experience in Social Services Program Management, Coordination or Supervision.
  • Minimum of 1 years of direct experience in Staff Management.

KNOWLEDGE:

  • Knowledge of general policy compliance including audit 

TECHNOLOGY SKILLS:

  • Skilled with Microsoft Office suite, including: Outlook, Word, PowerPoint, Excel.
  • Proficient in Database Management.
  • Proficient in Data Mining and internet-based searches.

SKILLS AND ABILITIES:

  • Demonstrated ability to write effective policy, procedures, processes, and forms in nonprofit setting.
  • Demonstrated Ability to assist/administer multiple projects
  • Demonstrated ability to coordinate subordinates and set priorities for various projects
  • Excellent written and verbal English language communication skills – Persuasive speaker and communicator
  • Excellent attention to detail, follow-through, accuracy and commitment to constituent satisfaction
  • Ability to handle multiple concurrent activities and competing priorities
  • Ability to handle highly sensitive and confidential information
  • Strong project management skills
  • Excellent organization and time management skills
  • Ability to meet deadlines and work under pressure
  • Proven ability to work with diverse internal and external stakeholders
  • Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, with or without reasonable accommodation, including meeting qualitative and quantitative productivity standards.
  • Ability to maintain regular, punctual attendance consistent with ADA, FMLA, and other federal, state, and local standards.

INTERPERSONAL CHARACTERISTICS:

  • Professional Communicator
  • positive mindset
  • flexible
  • problem solver 

PREFERRED QUALIFICATIONS:

  • Master’s Degree in Social Services or related field (Including Business Administration)
  • 1-year experience working with non-profit
  • Case management experience
  • 1 year of grant writing or grant administrative experience
  • Working knowledge of grant writing
  • Familiar with grants.gov, LAHSA file share, HMIS

VOALA BENEFITS SUMMARY:

  • Choice of 3 medical insurance plans
  • Choice of 2 dental insurance plans (one plan for employee only; has no premium)
  • Vision insurance plan
  • Voluntary Supplemental Coverage
  • Accidental Injury Coverage
  • Hospital Care Coverage
  • Critical Illness Coverage
  • Pet Insurance
  • Paid vacation time
  • Paid sick time
  • 10 company paid holidays
  • Company funded 401a retirement pension plan
  • Optional employee contribution to 403b retirement savings plan
  • Life and AD&D insurance
  • Programs to maintain your health and well-being
  • Employee Assistance Plan (EAP) – (No cost to employee and 100% confidential)
  • Company funded Short-term Disability Insurance (STDI) Insurance
  • Company funded Long-term Disability Insurance (LTD)

Volunteers of America is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law

This employer participates in E-Verify as required by the federal government and will provide the federal government with your Form 1-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (OHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.