Special Projects Coordinator (65943) - Broadway Everett, Washington, United States

Description · About VOAWW: · Volunteers of America Western Washington is a non-profit organization operating in Western Washington for over 125 years. Our Christian roots drive us to put our faith into action for the benefit of every member of the community. We celebrate our uniq ...

Job description

Description

About VOAWW:

Volunteers of America Western Washington is a non-profit organization operating in Western Washington for over 125 years. Our Christian roots drive us to put our faith into action for the benefit of every member of the community. We celebrate our unique perspectives and lived experiences that allow us to better serve and uplift our community – and each other. Volunteers of America Western Washington is officially a designated CARE trauma informed organization.

Benefits (Full time)

• Vacation and Sick Time: Vacation up to 200 hours, Sick time up to hours
• Competitive compensation
• Holidays: 8 paid per year + 2 paid floating holidays
• Medical, Dental, and Vision
• Health Savings Account (HSA)
• Flexible Savings Account (FSA) medical & dependent care
• Free Employee Assistance program
• 403(b) Retirement Plan matching
• Professional Development opportunities

General Function:

The primary purpose of this position is to provide program coordination and administrative support on special projects, grants, and contracts that are cross-departmental initiatives. Duties related to program coordination include supporting the implementation of new projects/contracts, preparing contract reporting for Program Manager review, contract invoicing and compliance, conducting internal audits, and sharing findings and/or trends with program leadership related to assigned projects. This position reports to the Vice President of Strategic Initiatives.

 Principal Activities:

Quality Assurance:

• Ensure HIPAA training is available and completed by all staff utilizing Extended Reach, per Foundational Community Support procedures. Strictly follow HIPAA guidelines and VOAWW policies.
• Conduct routine monitoring for quality assurance of key programs and support coordination of any findings with Program Managers and/or the VP of Strategic Initiatives
• Share key quality and contract tracking reports with leadership, as requested.
• Understand key theories of change/program methods necessary to conduct QA audits and provide meaningful feedback to leadership. For example, this includes knowledge of Supportive Housing best practices, Supportive Employment Best Practices, Trauma Informed Care, Motivational Interviewing, Interpersonal De-escalation, and Care Coordination documentation standards.
• Understand and act as an internal administrator/lead on Extended Reach, which is a cross departmental database utilized by many strategic projects/contracts.

Contracting and Compliance Coordination:

• Understand scope, deliverables, reporting deadlines related to assigned projects (such as Foundational Community Support and the Encampment Resolution Project)
• Develop and monitor project related tracking for contract deliverables, participant outcomes and community engagement, as applicable to the project.
• Conduct billing invoicing and financial tracking, as applicable to assigned projects.
• Communicate contract/project updates to interdepartmental program leadership, including key outcomes on a routine basis
• Participate in invoicing reporting in partnership with Program Managers and Finance, as applicable to the project/contract.
• Participate in meetings with required partners and third-party administrators for successful program implementation and updates to program requirements at the state and federal levels.

Project Coordination:

• Support Program Managers and the VP of Strategic Initiatives to develop Standard Operating Procedures and necessary channels of communication and reporting for new projects, as assigned. For example, this includes maintaining SOPs for Foundational Community Support Program.
• Facilitate and/or coordinate Leadership training and internal or external partner meetings needed to successfully operate a project/initiative.
• Maintain and share documentation of key project meetings, decisions and SOPs with stakeholders.
• Occasionally, within a pre-approved scope, provide additional administrative support to Program Managers that is required to successfully implement a project or fulfil a contract deliverable on a short-term basis (ex: backfilling an administrative function for someone on leave)
• Develop and implement data tracking and reporting solutions for cross departmental efforts needed to fully demonstrate the impact of VOAWW programming (ex: identify new fields or reports needed from Extended Reach and consistency of use across departments)
• Support VP of Strategic Initiatives with research related to braided funding opportunities and assessing program fiscal sustainability.

Qualifications

 Qualifications:

• College degree in social work, human services or a related field strongly preferred. Related experience can be substituted for educational requirements.
• Experience and/or familiarity with Foundational Community Support Services strongly preferred.
• Valid driver's license and reliable transportation. Ability to travel between VOAWW sites.
• Proficiency in public presentation skills along with the ability to be a positive and effective representative of VOAWW to all community partners, legislators, officials, and other audiences.
• Effective interpersonal, written, and communication skills.
• General knowledge of Microsoft Suite programs.
• General knowledge of Smartsheet and project management software or tools.
• Experience and ability to influence and collaborate with a variety of personalities and diverse backgrounds.
• Ability to work independently and in a team. Must be self-motivated, with the ability to be flexible in a constantly changing environment.
• Must demonstrate effective attention to detail, and the ability to comply with project and work deadlines.
• Ability to pass and maintain an acceptable background check record per State guidelines

Equal Employment Opportunity Statement:

We are an Equal Opportunity Employer and all employment-related decisions are made without consideration of individuals' race, sex, age, national origin, disability status or any other protected characteristic.