Program Coordinator

Catholic Charities Eastern Washington; Spokane (WA); Presencial; USD 55.000 - 70.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Sick leave

Vacation

Discounted health memberships

Retirement (employer contribution 3% +

Descripción de la vacante

Catholic Charities Eastern Washington is seeking a leadership-focused professional to support the Catalyst program participants and staff. This role oversees daily operations, supervision, onboarding, scheduling, and inventory, with on-call night and weekend availability.

You will collaborate with Operations Manager and Director to implement the program, ensure policy adherence, and train staff for professional, compassionate service in a dynamic setting.

Formación

• Minimum 3 years’ experience supporting clients experiencing substance use disorders and homelessness.
• AA Degree; a 4-year degree in social services or related field preferred.
• Experience in program administration; minimum one year supervising staff.

Responsabilidades

• Supervise the Catalyst participants and visitors; ensure only authorized people are admitted.
• Coordinate confidentiality agreements, check-in and monitoring of visitors and non-staff professionals.
• Train and supervise staff in bag searches and policy adherence.
• Handle front desk communications and respond to inquiries about the Catalyst program.
• Assist in hiring and supervising Catalyst Operations Assistants; conduct first-level screenings in Bamboo.
• Provide trainings to Operations Assistants and front desk staff; ensure daily duties are performed.
• Maintain Salesforce data tracking for occupancy, transports, and vehicle usage.
• Oversee inventory of residents' belongings; manage storage areas and labeling.
• Coordinate transportation schedules; manage maintenance and upkeep of vehicles.

Educación

AA Degree

Bachelor's degree preferred

Herramientas

Salesforce

MS Office (MS Suite)

Descripción del empleo

• Sick leave (8 hours of paid sick leave per month)
• Vacation (Minimum of 2 weeks paid vacation)
• Discounted health memberships
• Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
• FREE Long-Term Disability Insurance
• FREE Life Insurance
• 13 Paid Holidays

CCEW Mission

Feed the hungry, heal the hurting, welcome the stranger.

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.

Job Summary

This position provides leadership support for the Catalyst program participants and staff. This position is responsible for: daily operations, Operations staff supervision, onboarding& scheduling, facility supply tracking & inventory and holding participants accountable for following Catalyst policies and expectations. This position supports the overall program implementation in partnership with the Operations Manager & Director. This position participates in an on-call rotation & availability to work nights and weekends is required.

Job Duties/Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job.

• Supervise the screening of all participants and visitors who enter Catalyst, ensuring that only authorized personnel are admitted.
• Coordinate the administration of the Oath of Confidentiality-Disclosure agreements, and the check-in and monitoring of all visitors and non-staff professionals within Catalyst.
• Train and Supervise staff in conducting bag searches for participants-ensuring that all items entering the building align with program policies & procedures.
• Receive and return phone calls and e-mail messages regarding the Catalyst program from people seeking services, community partners, and the public.
• Assist in the hiring and supervision of Catalyst Operations Assistants.
• Perform 1 st level screening of applicants in Bamboo.
• Interviewing potential new staff with other members of the leadership team.
• Provide Operations Assistants with the training, supervision and support they need to carry out their responsibilities in a competent and professional manner.
• Provide Front Desk procedure, process, and task training to all Catalyst staff so they can provide coverage at the Front Desk as needed and carry out the responsibilities in a competent and professional manner.
• Ensure that all duties assigned to staff members working at the front desk are successfully carried out daily.
• Ensure that all Operations Assistant staff members receive (at a minimum) Bi-monthly supervision—creating professional development plans, if needed, that support staff identified goals, monitor compliance with mandatory training and create structures which support staff in achieving job duty expectations.
• Conduct Operations Assistant staff evaluations according to agency timelines.
• Ensure appropriate use of Salesforce at the Catalyst Front Desk.
• Utilize Salesforce to implement data tracking processes for, including but not limited to:
• current Catalyst occupancy (check-in and check-out) of residents, visitors, and staff
• logging of transports and the use, cleaning, and maintenance of Catalyst vehicles
• all other implementations of Salesforce as needed or directed
• In coordination with Facilities Manager manage the Search, Heat Treatment, and return of all property and belongings to individual residents ensuring that all belongings are labeled and kept separate by resident throughout these processes.:
• when resident first arrive at Catalyst
• at any time, Heat Treatment is necessary throughout participation in the Catalyst program (according to program policies & procedures).
• In collaboration with the Facilities Manager, oversee and manage the inventory of residents' stored property and belongings in the garage and trunk room storage areas. Ensure that all items, including bikes, strollers, and car seats, are visibly labeled and stored in accordance with Catalyst guidelines and timelines.
• Ensure Staff and Resident chore assignments are completed each day.
• Work in coordination with AfterCare Coordinator for supply and tracking of donated goods.
• Coordinate the cleaning, maintenance, and utilization of all Catalyst transport vehicles, which include:
• Create the daily transport schedules.
• Coordinate with the Services Manager for any staffing issues regarding transportation as needed.
• Maintain and reconcile all gas credit card receipts.
• Maintain all mileage and driver logs.
• Manage maintenance and general upkeep needs of the transportation fleet.
• Maintain a list of all residents’ vehicles on site at Catalyst in conjunction with Care Coordinators.
• Maintain office & program supplies by routinely checking, inventorying, and ordering program supplies.
• Implement & maintain an inventory tracking system to ensure that supplies are readily available for program use. Coordinate with Operations Manager to alert when immediate supplies are needed.
• Coordinate the receipt, delivery, and storage of program supplies.
• Coordinate the receipt and delivery of mail, packages, and deliveries for participants in alignment with Policies and Procedures.
• For events and classes, support, meeting room set up, setting up phone-in capability and coordinating all daily transportation outings for Catalyst programing.
• Support the on-boarding & training of new staff; coordinate, track and facilitate the yearly training curriculum for all existing staff—aligning with a detailed training schedule—ensuring compliance with funder and agency expectations.
• Oversees scheduling for all Operations staff, including managing the schedule, coordinating coverage, triage callouts and ensuring that the program always contains the necessary staff to maintain safety guidelines.
• Complete administrative tasks such as document preparation, bill pay, formal correspondence etc. in a timely and professional manner.
• Assist the Management staff in preparing and processing billings and other documents for services, business accounts, etc.
• Model clear, respectful, and direct communication between program staff, maintenance staff, partner agencies etc.
• May collect, collate, and prepare data and other information—including detailed transportation schedules-- for reporting to partner and the public.
• Coordinate with Operations Manager to do routine review and audit of policies and procedures.
• Assist the Operations Manager in overseeing volunteer activities intended to support Catalyst participants and partners. This is completed in coordination with Catalyst staff, participants and CCEW Mission Sustainability Team.
• Assists Catalyst leadership and staff with special projects as assigned.
• Support any additional project implementation related to changes in technology, services delivery, etc....
• Participate in an on-call rotation.
• Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
• Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices (Salesforce, MS Suites, etc.) necessary for this position and as directed by supervisor.
• As a mandated reporter, follow all procedures outlined in agency policies and procedures to report to the proper agency when there is suspicion and/or confirmation that a child or adult has been a victim of abuse or neglect.
• Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
• Perform as a team member to assure that productivity outcome measures are achieved.
• Performs related functions necessary to support the mission and core values of Catholic Charities.

Job Qualifications

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job.

Education/Experience

to perform this job successfully, an individual must have a minimum of 3 years’ experience supporting clients experiencing substance use disorders and homelessness. Must have an AA Degree—a 4-year degree in the social services or related field of study preferred. Experience in program administration required. A minimum of one year’s direct experience supervising staff is also required.

Certificates/Licenses

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