The Administrative Manager is responsible for assisting with a variety of management and administrative duties for Brettler Family Place (1,2,3), Santos Place, Sand Point Families Permanent Supportive Housing and Phyllis Gutierrez Kenny Place. These include developing policies and procedures to improve operations and functions of the departments, hiring, training, and orienting new staff, overseeing special projects, and tracking progress towards goals, and disseminating information to staff, residents, and program partners. This position also assists with databases management, in developing budgets, in monitoring inventory of office supplies and the purchasing of supplies within budgetary constraints.
Essential Responsibilities, Duties & Tasks
Policy Work: Assist in the development of policies and procedures to improve operations and functions with the residential department. Mediate concerns that arise within the programs. Enforce program and agency policies and procedures. Manage the dissemination of informational materials that are identified by senior leadership to communicate agency policies and procedures to Sand Point staff and residents. Organize and supervise other activities (such as special events, resident communication during COVID-19, community input conversations, etc.) Provide staff support to the Resident Advisory Committee (RAC) as necessary.
Database Administration: Provide oversight and support to help facilitate the day-to- day operations of agency database system, including managing agency efforts to ensure the development and implementation of data input and collection strategies, diagnose and troubleshoot database errors, prepare for database expansion, and update knowledge by participating in educational opportunities. Takes the lead on preparing database reports, visuals, and dashboards, and manage written reports highlighting outcomes and successes achieved by the programs within Residential Services. Maintains knowledge of HMIS database and performs regular data quality checks.
Management: Manage and support the systems transformation work and engagement with Healthier Here, Foundational Community Supports (FCS) and Every Door. Attend meetings, as needed, and participate in Healthier Here, FCS and Every Door training, and communicate progress to the team. Assist with identifying and organizing training needs for staff, maintains calendar and is the point person for communication with trainer.
Training: Hire, train and support administrative staff and provide staff support for Concierge Interns hired through AARP Senior Employment Program. Assist with the development of training materials and onboarding new staff and program recruits.
Budget: Assist in budget development for Sand Point program and monitors expense within budgetary constraints. Assist in the development of grant proposals and fundraising activities.
Teamwork: Participate in program, department and agency meetings and relevant trainings as required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.Full Job Description