Program Manager – Compliance and Coordinate Entry (AC)

TITLE:                                          Program Manager – Compliance and Coordinate Entry

REPORTS TO:                          Director of Programs

SUPERVISES:                           Program Coordinator, Student interns

STATUS:                                    Exempt, salaried, full-time

LOCATION:                               Chicago, Illinois

ORGANIZATIONAL OVERVIEW

On any given night, more than 6,700 Chicagoans don’t have a place to call home. Tens of thousands more are just one unexpected setback away from joining them. All Chicago believes that these are our neighbors, this is our community, and together we can ensure that all of us have stable and secure homes. All Chicago effectively combines immediate resources with long term strategies to address the complex issue of homelessness through three signature programs: Chicago Alliance, Emergency Fund and the Learning Center. To learn more about All Chicago, please visit www.allchicago.org.

POSITION SUMMARY

The Program Manager for Compliance and Coordinated Entry provides compliance and monitoring expertise to the All Chicago Program Team and the Continuum of Care. S/he also serves as a bridge between All Chicago and Coordinated Entry Lead Agency.  The Continuum of Care (CoC) is a membership association comprised of service providers, people of lived experience, funders, and government working collaboratively to create a citywide and systemic response to the challenge of ending homelessness. The Manager is accountable for overseeing and providing specialized support to multiple projects. Position responsibilities and work volume will be established and evaluated through ongoing supervision, annual reviews, and the development of an annual professional development plan.

RESPONSIBILITES

Compliance and Monitoring (30%)

  • Solely responsible for developing a compliance and monitoring program for the Chicago Continuum of Care.
  • Develop compliance and monitoring protocols and documents.
  • Write a CoC compliance and monitoring guide to be posted online and made available to all members of the CoC.
  • Form a compliance and monitoring work group of the CoC that draws from expertise and members of the CoC’s Finance and Systems Performance and Evaluation Committees.
  • Present key components and updates of the compliance and monitoring program to the CoC Board and Collaborative Applicant Committee.
  • Develop internal and external messaging to garner buy-in and support for the compliance and monitoring program.
  • Become an expert on all HUD regulations related to CoC homeless programs.
  • Conduct program audits, including written report and follow-up technical assistance with the organization.
  • Create and implement an evaluation tool to assess the short- and long-term impact of the compliance and monitoring program.

Collaborative Applicant Activities (25%)

  • Provide assistance to other members of the CoC Program Team on the completion of the annual Evaluation Instrument process, as needed.
  • Assist with the timely and accurate completion of the CoC Application and review of Project Applications.
  • With other Program Team members, provide support and coordination to the committees related to the Collaborative Applicant’s NOFA process (such as HEARTH Funding Opportunities Task Group, New Project Process Committee, New Project Selection Panel, and the Appeals Committee).
  • Complete necessary data processing and analysis, records management, development of records, and project coordination.
  • Keep monthly activity logs and actively contribute to quarterly Collaborative Applicant reports.

Continuum of Care/Coordinated Entry Activities (30%)

  • Act as an ambassador for All Chicago in all settings, demonstrating a commitment to the organizational mission and the Chicago Continuum of Care system priorities.
  • Provide staff support to the Coordinated Access Steering Committee and affiliated workgroups to establish coordinated access system per HUD regulations and Chicago’s Plan 2.0.
  • Serve as the primary liaison between All Chicago and the Corporation for Supportive Housing, Lead Agency, in all matters related to the implementation and rollout of Coordinated Entry.
  • Keep current on trends and best practices in Coordinated Entry.
  • Serve as the organizational expert on Coordinated Entry.
  • Provide staff support to the Employment Task Force.
  • Provide technical assistance and capacity building opportunities related to Coordinated Entry and Employment.
  • Assist with the semi-annual CoC meetings and other events, as appropriate.
  • Respond effectively and professionally to inquiries, complaints or concerns, as presented by staff, persons of lived experience, service providers, and other stakeholders. 

Planning and Supervision (10%)

  • Assist in the development of the Program Team’s workplan and ensure that they are in alignment with the agency strategic plan.
  • Create workplans to outline and track timely completion of related tasks.
  • Participate in developing departmental marketing materials and communication to ensure accuracy and consistency of messaging.
  • Lead, mentor, and supervise assigned staff and interns. Conduct weekly supervision sessions with direct reports, prepare three-month probationary evaluation reports for new hires and twelve-month performance evaluations for all direct reports.
  • Write position descriptions and lead the hiring, and if necessary, disciplinary and other personnel actions in accord with personnel policies, for all direct reports.

Other Tasks (5%)

  • Ensure familiarity with current compliance and monitoring standards, homeless services approaches and other relevant topics through independent study, relevant workshops, and conferences.
  • Provide monthly activities reports as requested by the Director of Programs.
  • Identify and share informative pieces for the monthly program newsletter and the CoC webpages.
  • Actively participate in monthly CoC, Program, and Staff meetings.
  • Other duties as assigned.

QUALIFICATIONS

  • Masters’ Degree in related field required.
  • Minimum of 4 years working directly in a program serving people who are homeless or at-risk of becoming homeless, or 4 years of experience administering a homeless program, implementing a compliance and monitoring process, federal agency, or other social services field.
  • Previous work experience with the Chicago Continuum of Care, mainstream resources, and/or government funding regulations (Chicago’s Plan 2.0, SNAP, Medicaid, Medicare, HUD HEARTH ACT, etc.).
  • Capacity to supervise administrative staff and intern-level activities, previous supervisory experience preferred.
  • Previous experience working with databases and data analysis software required. Proficiency in Microsoft Office (Outlook, Word, Excel, Power Point,) required.
  • Familiarity with webinar development and execution preferred.
  • Excellent professional writing and oral communication skills, demonstrated competency in public speaking and facilitation, and strong interpersonal communication skills.
  • Ability to analyze and formulate summaries and recommendations relating to complex issues for a variety of formats and audiences.
  • Demonstrated strong problem solving, decision making, and strategic thinking capacities.
  • Excellent organizational and time management skills, timeliness in meeting deadlines, and the ability to oversee multiple projects at a time.
  • Ability to respond effectively and professionally to inquiries, complaints, or concerns, as presented by staff, consumers, service providers, and other stakeholders.
  • Capacity to effectively carry out instructions provided in written or oral form.
  • The capacity to work in a multi-disciplinary and collaborative environment, both internally and externally, is required. This position is required to assist other departments in order to facilitate the achievement of the All Chicago strategic goals and objectives, as appropriate.

WORK ENVIRONMENT

  • Position requires frequent and regular computer and phone use.
  • Work place is a smoke- and drug-free environment.
  • Intermittent travel to off-site locations required.
  • Occasional night and weekend work may be asked of All Chicago staff.
  • All Chicago is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions at All Chicago are based on business needs, job requirements, and individual qualifications, without regard to race, ethnicity, creed, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, citizenship status, military service, marital status, order of protection status, handicap, disability (including HIV/AIDS), or any other characteristic protected by federal, state, or local law.

COMPENSATION

  • Salary is high $40K-$60Ks, based on qualifications. Comprehensive benefits package (with some employee contributions) includes medical, dental, vision insurance, and disability. Employer-matched retirement plan. Generous paid leave.

HOW TO APPLY

  • Please send cover letter, salary requirements, and resume to COCProgramManager@allchicago.org, Attn: Dave Thomas, Director of Programs.
  • Please write your name (Last, First) in the re: line of your e-mail.
  • Incomplete applications will not be accepted. Applications will be accepted until position is filled; position begins as soon as possible.
  • No phone calls please.