Program Manager, Foster Grandparent Program

The Program Manager is the administrative support to the Executive Director and provides compliance support for the program in order to effectively implement the Foster Grandparent Program and promote productivity within the department. Responsible for administrative capacities for over 150+ AmeriCorps Seniors, 30 station partners and, in collaboration with the Executive Director, the supervision of program staff, graduate assistants and interns. Manage the emergency communication and all technological systems to ensure program efficiency and effectiveness. Develop and oversee control systems to prevent or deal with violations of federal guidelines and to support programmatic compliance.

Duties

• Administrative Support: Perform administrative, and clerical support to the Executive Director in accomplishing their roles, responsibilities and vision for the Foster Grandparent Program. Manage departmental systems including landline, website, Alertmedia and email in order to promote synergy of the department's communications. Support day to day activities of the program. Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Executive Director or designate. Coordinate, organize and oversee the execution of departmental meetings and conferences including meeting venue booking, catering requirement, set up the room with audio-visual equipment and flip charts and tend to other requirements of department meetings. Complete internal and external correspondence, legal documents, form letters and other documents, and distribute them as directed. Prepare meeting agendas, records and distribute meeting minutes, and maintains organized files of same. Produce forms, schedules, and correspondence as required. Completes confidential administrative services for the Executive Director. Manage and maintain adequate inventory and budget for all department supplies in order to promote all department staff's productivity, to optimize service to volunteers and community partners and to remain compliant with federal funders. Support the management of all filing systems. Oversee and support the maintenance of program webpage and all digital marketing communications. Implement strategies for communicating service and program impact as part of the program's overall communication strategy. Coordinate and complete department communications to internal and external audiences. Operate office equipment such as computers, fax machines, photocopiers, voice mail messaging systems and computer scanning equipment to complete department tasks.
• Compliance: Review, analyze, develop, and update the policies related to program compliance according to the AmeriCorps Seniors FGP Operations Handbook (federal). Understand and interpret various policies of Pepperdine, AmeriCorps Seniors (federal) and various station partners in order to implement programing that is within expected compliance guidelines. Conduct periodic internal reviews and audits of case files to ensure that the program is compliant with federal, state, local and organization policies, laws, rules and regulations. Develop and oversee control systems to prevent or deal with violations of federal guidelines and internal policies. Evaluate the efficiency of controls and improve them continuously. Revise program procedures, reports etc. periodically to identify hidden risks or non-conformity issues. Keep abreast of regulatory developments within or outside of the organization as well as evolving best practices in program compliance control. Provide administrative supervision and support in order to facilitate the management of holistic and comprehensive records to include intake, eligibility assessments, goal setting, program monitoring, and evaluation in order to promote federal compliance. Supervise the collection of various forms to include health screenings, volunteer applications, financial records, etc. on an annual basis, ensuring program compliance. Oversee the collection of the paper application process from Foster Grandparent volunteers and the conversion to files via data entry in order to ensure program compliance. Ensure that all updates are accurate and compliant with Foster Grandparent guidelines.
• Program Assistant, Graduate Assistant and Intern Supervision: In collaboration with the Executive Director, the Program Manager is responsible for assigning daily tasks and monitoring progress in order to ensure that the administrative needs of the project are successfully accomplished. Organize and develop program staff, graduate assistant and intern schedules in order to promote synergy of tasks within the department and to meet the needs of the volunteer and station partner community. Assign administrative duties to program staff, graduate assistants and interns in order to streamline the volunteer application process.
• Case Manageme