Job Title:  Administrative & Programs Manager

Department:  Shelter Management Team

Supervisor: Chief Operations Officer

FLSA Status: Non-Exempt

Rate: $21.00 - $24.00/hour base rate, DOE + ($2.30/hr Hazard Pay, temporary benefit until 6/30/23)

Date: March 2023

 

Job Overview

 

Reporting to the Chief Operations Officer, the Administrative & Programs Manager, will manage the shelter activities/programs and administrative needs of the El Camino Homeless Organization (ECHO). This position will supervise one staff member, the Administrative & Programs Coordinator. The Administrative & Programs Manager will work closely with the Shelter Management 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.

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. Oversees the shelter activities/programs and the breakfast program at the shelter.

2. 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.

3. Evaluates the condition of the shelter premises daily upon arrival for maintenance, upkeep or cleanliness. Will report the conditions of the shelter to the Shelter Manager.

4. Oversees ordering supplies for the office and client needs.

5. Works with the Shelter Manager and Admin & Programs Coordinator to ensure that the morning shelter chores are being completed by the residents.

6. Assist residents with general requests and needs during the morning hours.

7. Manage programs and life skills classes to ensure they are running efficiently and effectively.

8. Oversee, schedule, and recruit program volunteers.

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

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

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

12. Acts as liaison with outside agencies.

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

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

15. Reviews and approves timesheets, puts together performance reviews, and general human resource duties for the staff they supervise.

16. Update and maintain the donor database on a daily basis.

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

18. Track and code expenses including receipts and invoices.

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

20. Researches additional ongoing training opportunities for staff.

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

22. Prepare reports and statistical documents.

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

24. Codes expenses to appropriate categories based on grants and budget requirements. Prepares and codes monthly credit card statements.

25. Respond to telephone messages, requests, inquiries and routes accordingly.

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

27. Other duties as assigned.

 

Other Duties and Responsibilities

 

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

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

 

Knowledge, Skills, Talents, & Abilities

 

1. 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.

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

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

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

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

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

7. Understanding of mandated reporting laws.

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

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

10. Intermediate 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

 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 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.

 

This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.