Assistant Program Manager

Position Details
Opening Date: 
Mon, 05/06/2019
Program Summary: 
SELF, is a non-profit organization that has been providing services to some of Philadelphia’s most vulnerable communities for over 30 years. We offer a broad range of essential housing, social service, drug and alcohol treatment, vocational, and employment programs with the goal of supporting individuals achieve self-sufficiency and sustain healthier lives (or improve their quality of life). We provide these services to more than 7,000 individuals within the Philadelphia area. Our mission is to motivate, empower, and inspire individuals to live their best lives. With compassion at its core, our approach uses best practices and evidence-based programming to pave the way for personal and community transformation.
Position Summary: 
The Assistant Program Manager is an administrative position with operational responsibilities to implement the transformation goals of SELF through high level performance of critical safety, maintenance and environmental oversight and supervision. The Assistant Program Manager is responsible for assisting with the daily operations of a program site in cooperation with a Program Manager. The Assistant Program Manager will ensure that proper procedures, protocols, benchmarks and reporting metrics are established, implemented and evaluated according to SELF’s general operational standards and those of the program funder. The Assistant Program Manager is a key member of the management team who participates in establishing and accomplishing organizational priorities, developing and managing the budget for the program site.
Key Duties & Responsibilities: 
  • Provide administrative support to the Program Manager including, but not limited to, typing filing, answering telephones, photocopying and faxing materials.
  • Responsible for taking detailed messages and communicating them to the appropriate party.
  • Responsible for maintaining an accurate bed sheet count of all participants residing at the facility.
  • Responsible for keeping an account of all admissions and discharges.
  • Responsible for communication with Case Managers (via daily bed-sheet) regarding current intakes, no-shows, readmits, hospitalized and discharges, for all participants residing or admitted to the facility.
  • Responsible for making sure all information on MISILS and bed sheet are correct and accurate throughout both documents and accompanying information technology systems.
  • Responsible for the daily operations of the program site in accordance with Office of Homeless Emergency Housing and Case Management Services Standards.
  • Assist with the development of facility forms and procedures for maintaining accurate information.
  • Responsible for attending various meetings and keeping accurate minutes to submit to the Program Manager, Case Manager Supervisor and/or Director of Case-Management.
  • Responsible for maintaining adequate records of office supplies and orders of supplies when necessary.
  • Responsible for maintaining HMIS Attendance database.
  • Provides supervision, consultation and guidance to the Residential Aide team members.
  • Coordinate the daily operation and activities of the appointed program and reports any and all infractions to the Program Manager.
  • Responsible for maintaining Client Track HMIS Attendance database, also making sure the appropriate incident reports are submitted in client tracks as required.
  • Responsible for ordering and distribution of office, program and participant supplies etc.
  • Respond with flexibility and cooperation with emergency requests, which may require changes in work schedules or assignments.
  • Responsible for supervision of all Residential Aide team members, house monitors and clerical staff.
  • Responsible for monitoring and updating the ClientTrack/HMIS System in accordance with Office of Homeless Emergency Housing and Case Management Services Standards.
  • Participate in general staff meetings, department meetings and training as directed.
  • Perform other related duties as required.
Education, Knowledge, Skills & Abilities: 
  • Must possess a minimum of a High School Diploma or GED with a combination of acceptable training and experience in homelessness, shelter management, clean/sober addiction, outreach and/or substance abuse. A bachelor’s degree is preferred.
  • Must participate in general staff meetings, department meetings, community organization meetings and funding source required trainings as directed and needed.
  • Must be well organized, detail-oriented, task-driven and able to work independently and set daily priorities by maintaining a weekly as well as monthly schedule.
  • Must possess strong verbal and written communication skills and a willingness to assist whenever needed.
  • Participation in general staff meetings, department meetings and trainings as directed.
  • Must embrace an open door management style.
  • Must be proficient or better in the use of Microsoft Office Suite.
  • Must be able to respond with flexibility in cooperation with emergency requests, changes in work schedule or assignment.
  • Must have a valid driver’s license and motor vehicle record.
  • Criminal background clearance will be required.
 Knowledge and Skills
  • Must possess the ability to communicate effectively with a wide range of constituencies at all levels, react quickly and appropriately in an emergency, and a commitment to customer service orientation.
Contact Info
Contact Info: 
Forward cover letter and resume to: rbilley@uac.org