Job Title:  Administrative & Community Engagement Manager

Department:  Admin & Development Team

Supervisor: Chief Operations Officer

FLSA Status: Non-Exempt

Rate: $24.00 - $27.00/hour base rate + ($2.30/hr Hazard Pay, temporary benefit until 6/30/23)

Date: April 2023

 

Job Overview

 

Reporting to the Chief Operations Officer, the Administrative & Community Engagement Manager, will manage the shelter activities/programs and administrative needs of the El Camino Homeless Organization (ECHO). This position will supervise another staff member, the Administrative & Programs Coordinator. The Administrative & Community Engagement Manager will work closely with the Client Services Team, which includes the Shelter Manager and Case Managers, to meet the needs of the ECHO residents and offer enrichment activities throughout the day and evening for adults and children. This role will also work closely alongside the Development Manager to support events, public engagements, and fundraising efforts.  

We are looking for a person who has a can-do attitude, is passionate about engaging individuals experiencing homelessness and/or has experience with this population. We are looking for someone who can work full time, Monday – Friday, 9:30am – 6:00pm, with flexibility for occasional nights, weekends, and holidays.

 

Essential Duties & Responsibilities

 

1. Upon arriving to the shelter, checks in with the Admin & Programs Coordinator about what occurred during their morning shift. Shares any updates/notes with the rest of the team.

2. Manage client programs and life skills classes to ensure they are running efficiently and effectively. Greet and thank our program facilitators and volunteers during their activities.

3. Oversee, schedule, and recruit program volunteers.

4. Create new programs as identified by staff, clients, and community, as needed.

5. Track outcomes of each program for grants and publicity.

6. Write client success stories and take photos of program activities for ECHO’s social media and publicity materials.

7. Acts as liaison with outside agencies.

8. Preforms outreach in the community at places such as businesses, schools, churches, civic groups, etc.  

9. Participates as a member of the Events Committee and assists with needs for annual events.

10. Supervises the Administrative & Programs Coordinator to ensure tasks are completed accurately and in a timely manner. Offers coaching, training, and support when needed.

11. Reviews and approves timesheets, puts together performance reviews, and general human resource duties.

12. Researches additional ongoing training opportunities for staff.

13. Process timesheets for payroll, create payroll spreadsheets, and oversee that all hiring paperwork is completed and included in the employee files.

14. Oversees ordering supplies for the office.

15. Track and code expenses including receipts and invoices. Codes expenses to appropriate categories based on grants and budget requirements. Prepares and codes monthly credit card statements.

16. Write smaller grant requests such as community foundations, banks, event sponsorships, and service organizations.

17. Update and maintain the donor database on a daily basis. Work closely with the Development Manager on donor database expectations and maintenance.

18. Assist with grant reporting and tracking. Creating detailed spreadsheets of expenses, gathering back-up documentation such as receipts and client data, and ensuring that files are complete and all grant requirements are being met.

19. Keeps track of grant spending in regards to meeting deadlines for expenditures.

20. Prepare reports and statistical documents.

21. Organizational projects, including filing and tracking systems. Maintaining retention policies for paper documentation.

22. Answers the facility’s mainline phone. Responds to telephone messages, requests, inquiries and routes accordingly.

23. Ensures the safety of the residents, clients, volunteers, and shelter.

24. Collaborate with other departments, taking a team approach to client relationships and advocacy whenever appropriate.

25. Other duties as assigned.

 

Knowledge, Skills, Talents, & Abilities

 

1. Provide respectful engagement to adults with histories of chronic homelessness, serious psychiatric disabilities and co-occurring substance use disorders.

2. Provide culturally competent support to a diverse population.

3. Use de-escalation skills & trauma informed care approach when issues arise.

4. Excellent oral and written communication skills and the ability to interact with all departments/levels of the organization and outside third parties in a highly professional manner.

5. Ability to work with diverse populations including those facing challenges in the areas of mental health, domestic violence, child welfare services and aging.

6. Excellent time-management and organizational skills with the ability to work independently and take initiative.

7. Calm demeanor; Able to work under pressure; Able to respond to a crisis situation, health or safety issue and take appropriate and immediate action.  

8. Able to maintain a high-level privacy and confidentiality of employees’, guests’ and clients’ information.

9. Knowledge of universal precautions and what constitutes a medical or situational emergency.

10. Understanding of mandated reporting laws.

11. Must be professional, flexible, friendly, and work as a team player.

12. Assume ownership for accomplishing assignments, requests and tasks.

13. Advance knowledge of Office Suite, including WORD, EXCEL, and PowerPoint.

 

Education and/or Experience

• High School Diploma/GED or equivalent experience.

• 1-2 years’ experience working for a non-profit.

• 2 years of administrative experience.

• 1-2 years of management experience.

  Certificates, Licenses, Registrations

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Must possess a valid California Driver’s License.Must have a reliable vehicle, clean driving record, and proof of insurance. Must be willing to travel throughout San Luis Obispo County.

 

ECHO’s Cultural Norms

Greet all people with a smile and kindness.

Listen without judgement and consider matters from another's perspective.

Give everyone the chance to change and grow.

Treat one another with dignity and respect.

Be open to provide or receive feedback.

Resolve conflict in a timely and constructive way.

Willingness to be adaptable.

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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this Job, the employee is usually sedentary, and frequently required to use hands to finger, handle, or feel and talk or hear. The employee is regularly required to stand; walk; reach with hands. The employee must occasionally lift and /or move up to 10 pounds and sometimes lift and/or move up to 40 pounds.

 

Work Environment  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The Admin Offices are located upstairs, with only stairway access. Noise level varies from quiet office environment to very noisy shelter and dining hall. Variable work environment; work is conducted mostly indoors.

 

ECHO is an equal opportunity employer and does not unlawfully discriminate on the basis of race, creed, national origin, disability, sex, gender identity, marital status, age, or any other protected status covered by federal or state law.

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To apply, please submit a resume, cover letter, and 3 references to Mimi Rodriguez at mrodriguez@echoshelter.org.

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