Program Administrator - Workforce Programs

Roots Community Health; Oakland (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

Roots Community Health in Oakland seeks a Workforce Administrator to enhance community services through effective programming and compliance management. Candidates with 3-5 years in workforce development and a Bachelor’s degree are preferred. Proficient organizational and communication skills are required.

This role demands a strong commitment to social justice and mandates full-time on-site work. Ideal candidates will utilize their skills to foster program efficiency and support the team effectively.

Qualifications

• 3 to 5 years of experience in workforce development management preferred.
• Computer literate and skilled in using Microsoft Office and G-Suite.
• Strong commitment to social and racial justice, criminal justice reform, and youth development.

Responsibilities

• Review personnel timesheets for accurate staff allocation.
• Track participant milestone activities and data compliance.
• Engage volunteers for appropriate program activities.

Skills

Workforce development management

Supervisory skills

Microsoft Office proficiency

G-Suite skills

Communication skills

Organizational skills

Education

Bachelor’s or 4-year degree

Job description

Description

Position Summary

Roots empowers people to reshape their futures through educational achievement, meaningful employment, and financial independence. Roots focuses on the individuals’ capacities and strengths, as well as developmental needs and emotional well-being. Our aim is to promote personal, professional, and intellectual growth through goal-oriented programming and comprehensive social support services. The Roots Emancipators program is a workforce development and wage-subsidy program that connects participants to both internal and external employment opportunities with local businesses. We screen, interview, and place participants who have completed our job readiness curriculum in internship and employment opportunities. These are often the first employment experiences for participants, and it helps them use and develop the personal and professional skills needed to succeed in life.

The Workforce Administrator functions as a member of a team to provide structure to organizational staff and workforce programming to deliver services to the community. This position requires proficient organizational skills to facilitate effective and efficient data tracking and reporting of all Workforce programs within the Social Enterprise.

Duties and Responsibilities

• Regularly review personnel timesheets to ensure accurate staff allocation reporting for Workforce leveraging purposes.
• Regularly review physical and electronic participant files to ensure compliance with programmatic requirements.
• Advise related staff of participant file data issues in a timely manner.
• Track and report on participant milestone activities, including but not limited to completion anniversaries, birthdays, and reviews.
• Work with appropriate staff to correlate and analyze reimbursement data with required time-study and other activities related to leveraging programs, (SNAP E&T) and other workforce programs (OJT, WIOA, EPT, Ticket to Work, etc.).
• Serve as primary administrator to collect, track and report pertinent leveraging data to management in a timely fashion.
• Work with Economic Empowerment Coordinator to support record-keeping functions regarding workforce participants.
• Develop the delivery of the overall program and its activities in accordance with the mission and the goals of the organization.
• Support the development of operating plans to support individual projects within the overall organization.
• Develop a program evaluation framework to assess the strengths of the program and to identify areas for improvement.
• Assist in the integration of new programs into the overall organization, including but not limited to: formulating position descriptions, updating the organizational chart, and developing/updating related policies and procedures.
• Ensure that program activities operate within the policies and procedures of the organization and that activities comply with all relevant legislation and professional standards.
• Maintain a high degree of credibility, independence, integrity, confidentiality and trust.
• Develop forms and records to document program activities.
• Coordinate internal resources and third parties/vendors for the flawless execution of projects.
• Ensure that all projects are delivered on-time, within scope and within budget.
• Assist in the definition of project scope and objectives, involving all relevant stakeholders and ensuring feasibility.
• Ensure resource availability and allocation.
• Monitor and track progress of projects, and manage changes to project scope, schedule, and costs.
• Perform risk management to minimize project risks; report variances and concerns as appropriate.
• Create and maintain comprehensive project documentation.
• Support with development, implementation, maintain and revise: policies, procedures and practices of the organization to improve quality and to prevent illegal, unethical or improper conduct.
• Support managers to ensure the effective and efficient program delivery, including equipping them with and training them on appropriate tools and resources.
• Collaborate with managers to direct compliance issues to appropriate existing channels for investigation and resolution.
• Understand the legal regulatory framework of Roots Community Health Center as required to ensure compliance across all programs and departments.
• Identify potential areas of compliance vulnerability and risk, and reports issues to the Compliance Director and/or Risk Management committee as appropriate.
• Support the Quality Assurance and Improvement committee and its subcommittees.
• Engage volunteers for appropriate program activities using established volunteer management practices.
• Ensure that all program staff receive an appropriate orientation to the organization and its programs in accordance with organizational standards.
• Support program staff by providing direction, input and feedback to staff and/or their managers as appropriate.
• Communicate with subcontractors, vendors, clients/patients and other stakeholders to gain community support for the program and to solicit input to improve the program.
• Coordinate the delivery of services among different program activities to increase effectiveness and efficiency.
• Support the completion of project/program reports for management and funders.
• Communicate with funders and stakeholders as needed.
• In consultation with finance staff, ensure that programs / projects operate within the approved budget.
• Identify and evaluate the risks associated with program activities and take appropriate action to control the risks.
• Monitor the program activities on a regular basis and conduct an annual evaluation according to the program evaluation framework.
• Support the development of funding proposals for the program to ensure the continuous delivery of services.
• Report evaluation findings to the CEO and recommend changes to enhance the program, as appropriate.
• Complete all required documentation and reports in a timely fashion.
• Participate in staff meetings, supervision, agency meetings, and staff trainings.
• Must be able to work on-site full time.

Requirements

• Bachelor’s or 4-year degree.
• 3 to 5 years of experience in workforce development management preferred.
• Supervisory experience.
• Computer literate and skilled in using Microsoft Office and G-Suite, and related programs.
• Strong commitment to social and racial justice, criminal justice reform, and youth development.
• Ability to effectively interact and communicate with all levels of employees, clients, and community contacts.
• Must possess a valid California Driver’s License and have the ability to travel between sites in the Bay Area.