Position Summary
The Program Operations Coordinator oversees the functionality of congregational shelter model: coordinators, hosts and volunteers at the Host Site Congregation, coordination and recruitment of day center volunteer recruitment, scheduling, monitoring and reporting; along with maintaining congregational relationships and creating new host and partner congregations. Additionally, assists with Day Center operations including reception and intake tasks, transportation schedules, cleaning schedules and overseeing the HomeStart donation program.
Rotational Shelter Coordination
- Update &maintain rotational shelter schedule, calendar & congregational agreements.
- Lead monthly Coordinator meetings with all congregational coordinators.
- Create meeting agenda and Zoom link. Send it to all attendees.
- Create meeting minutes/reports, send to all attendees.
- Create annual congregational calendar each August for final approval in October,
- Update changes as needed.
- Make congregation schedule changes to the company calendar as needed.
- Update Coordinator contact list as needed on SharePoint and in On-Call Phone.
- Assist congregational shelter coordinators maintain shelter volunteer schedule
- Provide an onsite welcome and of overnight congregational host shelter each Sunday.
- Provide transportation of shelter families to the church for dinner, as needed.
- Communicate with staff issues, concerns & updates regarding congregations.
- Communicate problematic areas to Coordinators and provide guidance in solutions.
- Communicate weekly plan to upcoming host-site and staff via email.
- Communicate updates throughout the week as needed.
- Update On-Call Teams group with coordinator information each week.
- Ensure that facilities provide a safe and healthy living and program space, including annual walk thru congregation, monitoring conditions and implementing changes with communication to Congregational team and FPP Staff,
- Ensure each congregation has an updated copy of their liability insurance certificate.
- Assist the Executive Director in planning, development, reporting, and quality improvement activities for volunteers and shelter families.
- Collaborate with ED & board for church recruitment to enroll new host sites & partner groups.
- Collaborate with ED to schedule and present new and refresher volunteer training
- Accurately record all congregational hours and complete monthly report.
- Prepare day center rooms for shelter families, gather welcome supplies.
Volunteer Coordination
- Screen and schedule volunteers for day center, evening, overnight, driving and clean up shifts.
- Communicate service and agency information to volunteers, including information from meetings, and changes in procedures, protocols and agency requirements.
- Orient new volunteers to responsibilities, expectations, and provide training as needed
- Assist ED with presenting volunteer training for all new volunteers.
- Conduct paperwork reviews to ensure that staff documentation meets agency standards.
- Maintain volunteer applications and associated paperwork in filing system.
- Provide regular supervision to assigned volunteers, including assisting in project work.
- Create volunteer projects and assess agency needs for volunteers.
- Update volunteer projects binder/lists regularly as needed.
- Volunteer recruitment activities, including attending events, updating GivePulse, website and social media.
- Accurately record all volunteer hours as required and complete the report monthly.
- Update volunteer schedules on the agency calendar.
Day Center Operations Coordination
- Receptionist tasks, including answering telephone, transferring calls to staff, completing intakes.
- Greeting walk in traffic—volunteers, donors and clients.
- Create & maintain the transportation schedule for shelter families.
- Maintain FPP vehicle fleet—maintenance calendar, tab renewals and records.
- Create and maintain on-call schedule
- Update FPP agency calendar with drive schedule, on-call, Homestart appts and volunteer shifts.
- Monitoring cameras and ensuring they are charged or plugged in.
HomeStart/Donation Program
- Schedule HomeStart appointments.
- Assist clients accessing program.
- Track items distributed to families.
- Acceptance and tracking of donated items.
- Sending acknowledgment letters for donated items.
- Sorting and organizing donated items.
- Accurately track all in-kind/physical donations in and out and complete monthly report.
General Administration
- Communication via email, telephone, etc
- Complete monthly reports as detailed above
- Complete continuing education/training courses as requested and planned.
- Provide content for newsletters, reports, websites, social media and publications as requested.
- Represent Family Promise of the Palouse at community events as requested and scheduled.
- Attend board meetings as requested.
- On-Call shifts as scheduled
- Other duties as assigned
Qualifications
- Business, office education or experience or relevant combination.
- Understanding and proficiency in using various software programs including Microsoft office.
- Demonstrate good judgment and decision-making skills; have a strong work ethic and be empathetic
- Willing to work a flexible schedule, including occasional evening and weekend hours
- Exceptional verbal and written communication skills.
- Ability to effectively set boundaries in client relations, and maintain confidentiality regarding client information.
- Must be 21 years of age with a valid drivers license
- Ability to be bonded for Notary Public service
Pay: $17.50 - $18.50 per hour
Benefits:
People with a criminal record are encouraged to apply
License/Certification:
- Driver's License (Required)
Work Location: In person
