Housing Authority of the City of Yuma
ROSS / SHINE
POSITION DESCRIPTION Title: ROSS Grant Coordinator / The SHINE Program Manager Reports To: Program Director FLSA Status: Non-Exempt
ROSS Summary Responsible for delivering a broad range of counseling and referral services for low-income participants in the ROSS grant-funded program, in essence, to help participants and families move toward self-sufficiency and achieve their program goals, thereby reducing their need for subsidized programs and services. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. ROSS Duties and Responsibilities Responds courteously to calls, written requests, and e-mails from participants, service providers, and other authorized agencies and representatives to answer questions, and provide information and assistance as appropriate. Works with Agency staff to recruit participants for the ROSS program. Organizes agenda, creates informational brochures/flyers, and conducts meetings to inform interested and/or selected participants about ROSS program goals and objectives.
Mails group briefing letters to families interested in the ROSS program. Conducts in-depth interviews/discussions with ROSS participants to determine eligibility of applicants and/or assess and identify service needs of program participants and any impediments to progress regarding job training, education, or skills enhancement. Maintains contact with community agencies for the provision of services for clients and assists program participants in accessing appropriate public or private community agencies to obtain specialized types of assistance. Identifies and determines appropriate community resources, approach and/or related activities to assist each family and provides, or provides for, participant counseling in life skills areas including parenting, employment, education, financial management, public assistance, nutrition, health, wellness, etc. Provides, or provides for, participant counseling in life skills areas including parenting, employment, education, financial management, public assistance, nutrition, etc. Coordinates with and makes appropriate referrals to other social service agencies on behalf of clients. Assists ROSS participants in preparing applications and forms for school grants, scholarships, etc., and works with educational/training entities to coordinate and refine ROSS admission requirements and procedures for monitoring ROSS participants. Establishes and maintains effective relationships with participating families to assist them in achieving program and family goals; counsels and advises ROSS participants concerning the Page 1 of 8
Housing Authority of the City of Yuma
ROSS / SHINE
individual’s action plan and resources etc. Performs regular assessments of ROSS effectiveness by compiling and analyzing statistical and related data and monitoring participant progress towards meeting of goals. Evaluates overall performance, and takes corrective action when needed. Prepares, submits, and files reports as directed on program activities, accomplishments, and operational indicators in a timely and accurate manner. Assists in grant research and preparation and provides input regarding Agency-related needs and activities Continues to expand the ROSS program by working with Agency staff to recruit participants for the program. Meet all goals and objectives as outlined in the HUD ROSS Logic Model. Ensures privacy and maintains security of confidential materials pertaining to ROSS activities and participants. Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets. Undertakes and performs other work-related duties as assigned including work in other functional areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload. SHINE Summary Responsible for the day-to-day management and sustainability of the Sports Helping Influence Neighborhood Excellence (SHINE) Program and for planning, organizing, and conducting activities and events to promote constructive activity during critical and typically unsupervised after-school hours. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. SHINE Duties and Responsibilities Upholds the SHINE Program’s purpose of Sports Helping Influence Neighborhood Excellence by developing, facilitating, and sustaining the program. Focuses on providing physical and intellectual team-building activities, health and nutrition, information, mentoring, and training to encourage healthy and active lifestyle choices while helping develop and build the skills and confidence of youth in grades two through eight. Plans, organizes, and supervises practice sessions, organizes and supervises game situations, communicates with parents regarding their child’s athletic experience, and works closely with staff and volunteers to ensure all program rules are being observed. Identifies, defines, and acquires/develops funding sources in both the private and public sectors to support existing and planned program activities. Prepares and submits private and public grant applications and proposals in a timely manner. Page 2 of 8
Housing Authority of the City of Yuma
ROSS / SHINE
Plans, coordinates, and supervises fundraising programs for the SHINE program and its components. Identifies and implements donor cultivation and solicitation strategies. Writes, telephones, or visits potential contributors and persuades them to contribute funds or gifts-in-kind by explaining purpose and benefits of the SHINE program. Develops, tracks and manages departmental and government contract budget in cooperation with the Program Director and in accordance with the program and regulatory compliance. Maintain fiscal responsibility for programs in areas of accountability, including reporting. Maintain detailed records of program and attendance as designated by grant and program requirements. Maintains written records and periodic reports on progress related to results of program and program activities. Recruits support staff and volunteers by distributing program literature, participating in school open houses, hiring fairs, advertising through local media, internet sources as appropriate. Ensures staff and volunteers receive appropriate training, consistent with professional goals. May develop meetings, workshops, and seminars for the purpose of training coaches and/or referees for specific sports and sporting events. Oversees coaching and mentoring of participants, individually or in groups, to support the creation of a positive environment that allows for personal, social, physical, and intellectual development within the framework of the SHINE Program. Seeks opportunities to enhance the image and visibility of the SHINE program and build goodwill in the community, maintaining positive relationships with the public in support of program goals and policies. Builds participation in and support of program by developing SHINE marketing, monthly newsletter; maintaining all marketing information on website and social media networks, and attending appropriate local Community Service Events. Supervises, coordinates, and attends all SHINE participant special events, outings, and field trips to foster team spirit and ensure appropriate behavior and the safety of participants. Additionally provides for the safety of participants by inspecting facilities and equipment and being aware of environmental conditions. Establishes and maintains healthy working relationships and clear, open communications with activity site/school, and other community entities for the purpose of providing appropriate, safe, secure facilities for spots activities and the best possible programs for participants. Communicates Program policies and rules to participants for the purpose of ensuring their understanding of the standards of behavior and the potential consequences of violation. Reports observations and incidents (e.g. discipline, accidents, inappropriate social behavior, etc.) for the purpose of communicating information to appropriate staff. Maintains inventory of all new and used equipment. Assesses equipment and supply needs and submits requests for additional or replacement equipment and supplies.
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Housing Authority of the City of Yuma
ROSS / SHINE
Actively participates in and represents the Agency, as appropriate, in community activities, functions, and service organization(s) activities relevant to SHINE projective objectives. Attends and participates in appropriate trainings and meetings to ensure continued awareness and familiarity with new developments and insights, practices, and procedures relevant to the employee’s position. Accountable for consistent adherence to strong Agency/Program standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency/Program materials, supplies, resources, and other assets. Performs other duties as required including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise balance the workload. ROSS Qualifications and Knowledge Associate’s Degree in social work, business administration, finance or related field from an accredited college university with a minimum of one (1) years progressively responsible experience in social services, community services, public housing, or counseling work or closely related responsibilities. Good knowledge of pertinent HUD regulations on the ROSS programs, and good knowledge of Authority policies and procedures. Thorough knowledge of accepted consultation and interviewing techniques. Good knowledge of community agencies, facilities, businesses, and services that can be utilized to aid tenants. Ability to read and understand federal regulations as they apply to the ROSS Program. Ability to deal effectively with situations that require tact and diplomacy, yet firmness. Ability to establish and maintain effective and courteous working relationships with other employees, tenants, and community agencies and other entities that provide services and secure the cooperation of others. Skilled in operating computer equipment, applicable software packages, and general office machines. Ability to deal effectively with sensitive and confidential information. Ability to prepare clear and concise narrative and statistical reports. Ability to communicate clearly and concisely, both orally and in writing. Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed when explaining Authority policies and procedures Valid driver’s license and good driving record.
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Housing Authority of the City of Yuma
ROSS / SHINE
ROSS Supervision Given and Received The employee receives instructions from the Program Director. Courses of action, deadlines, and priorities are established by procedure, the supervisor, or the employee, depending on the assignment. Routine duties are initiated and completed by the employee without supervisory direction. Instructions to the employee may be general or specific in nature. Problems or situations not covered by instructions are usually referred to the supervisor for resolution. The employee's work is closely reviewed on a regular basis for accuracy, completion, and compliance with policies and procedures and the attainment of objectives. The employee has no supervisory responsibilities, but may request assistance of other Authority employees to ensure timely processing/updates/inspections of client information to obtain a more complete overview of client circumstances. ROSS Guidelines The employee follows regulations and guidelines issued by HUD on the ROSS programs and applicable Authority policies and procedures. Frequently the employee acts independently in making decisions about the best course of action. For situations for which there are no guidelines, the employee may adapt existing guidelines, develop new guidelines, make a decision based on the circumstances, or seek guidance from the supervisor. When new guidelines are required, the employee develops them in consultation with the supervisor. ROSS Complexity Work performed by the employee is relatively routine. The employee identifies work that needs to be done, prioritizes, coordinates efforts and performs the tasks. Complexity occurs to varying degrees when providing assessments and determining occupational skills, providing financial trainings and work readiness guidance to prepare participants for a competitive workforce and foster lifelong learning. ROSS Scope and Effect The employee's work affects the Agency and its clients through providing services that help improve their quality of life and contributes to optimum leasing of suitable Agency units by engendering a greater sense of self-reliance and improved self-esteem for participants, the ability to attract new residents as a result of additional services, and achievement of the Agency’s mission and goals. ROSS Personal Contacts The employee's contacts are primarily with coworkers, clients, and other agencies/organizations that provide assistance to the ROSS programs. The purpose of such contacts is to assist in the homeownership process and bring community services to participants, foster pride and participation, and provide various kinds of support and assistance for individual families. ROSS Physical Demands Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment. Must be able to sit or stand for up to eight hours at a time while performing essential work duties. Page 5 of 8
Housing Authority of the City of Yuma
ROSS / SHINE
Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g. moving or carrying objects or materials). Must be able to use fingers bilaterally and unilaterally to operate job-related equipment. Must have vision and hearing corrected to be able to perform essential job functions. Must be able to work around various fumes, odors, and dusts. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress. Must be able to maintain punctuality and attendance as scheduled. ROSS Work Environment Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated. SHINE Qualifications and Knowledge Bachelor’s degree in Early Childhood Development, Physical Education, Recreation, Business Administration, or closely related field from an accredited college or university with a minimum of two (2) years experience supervising youth programs and staff preferred Proficient in spoken and written English and communicative ability in Spanish. Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed. Must have experience working with and supervising children or various ages in various settings, preferably in a variety of sports or other after school programs. A record of strong community relations and outreach skills. Experience in program implementation, team building, and decision-making scenarios. Must know fundamentals of various sport activities and have good knowledge of sports program concepts and principles, with demonstrated creativity and flexibility in facilitating on-site children's recreational programming. Must conduct oneself in a manner that exemplifies self-control and be able to maintain a motivational, energetic attitude while conducting activities. Good knowledge of the typical problems and needs of modern youth. Ability to deal effectively with situations that require tact and diplomacy, yet firmness. Ability to establish and maintain effective and courteous working relationships with other employees, participants, funding sources, community agencies, and other entities that provide funding and/or services and secure the cooperation of others. Ability to address the public and present information in a clear, concise, and convincing manner. Page 6 of 8
Housing Authority of the City of Yuma
ROSS / SHINE
Ability to operate appropriate Agency computer equipment and software packages. Ability to administer emergency first aid for minor athletic injuries and conditions and for referring refer injured participants to physicians for diagnosis and treatment. Ability to work effectively with all types of people and to maintain composure under pressure. Must be willing to work flexible hours. Must have current Class D Arizona Drivers License and good driving record. Ability to be covered under the Housing Agency’s fidelity bond. SHINE Supervision Received and Given The employee follows instructions from the Program Director. Normally, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise, establishing priorities and time frames. The Program Manager monitors all areas of the SHINE programs and ensures compliance with procedures and guidelines, and achievement of established objectives. The employee supervises the work and activities of volunteers and subordinate staff/aides, developing activities, setting priorities, establishing timelines, and modifying or making changes in the course of achieving global and priorities within parameters defined by the Program Director. SHINE Guidelines The employee follows program regulations and guidelines, and applicable Agency policies and procedures. The employee may act independently in making decisions about the best course of action in routine situations. In situations for which there are no guidelines, the employee may adapt existing guidelines if appropriate and make a decision based on the circumstances and experience, or seek guidance from the Program Director. Each task/project is evaluated in light of reach of the work being done and its impact on the program. SHINE Complexity The Program Manager performs a variety of routine and non-routine tasks. While problems and issues may be relatively easy to identify, solutions may be difficult to implement. Persuading families of participants to become more involved may be difficult, and working with youth one-onone may be difficult if there is insufficient staff and/or volunteers. The employee identifies work that needs to be done, prioritizes and coordinates efforts and performs the tasks. The employee consults the Program Director in making decisions regarding unusual or sensitive situations. SHINE Scope and Effect The employee's work affects the entire SHINE program, its participants and volunteers and the community as a whole. The employee’s work serves to challenge individuals physically and mentally, aid in fostering team spirit, promote healthy competition, condition discipline, develop citizenship, good sportsmanship, and build youth of strong moral character.
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Housing Authority of the City of Yuma
ROSS / SHINE
SHINE Personal Contacts The Program Manager has contact with a broad range of individuals including coworkers, program participants, and city and community organizations and agencies, business groups, various special interest groups, the news media, and civic/service personnel. Contact serves to ensure the public receives accurate and timely information about SHINE program activities, and for the purpose of obtaining assistance/funding, fostering communication between agencies, individuals, etc., affected by program activities, and identifying and removing obstacles that interfere with the successful implementation of SHINE program goals. Such contacts require courtesy, firmness, and tact and effective communications with a variety of individuals from diverse social and ethnic backgrounds.
SHINE Physical Demands Work is performed both in-office and on-site and involves physical exertion. Must be able to establish and maintain effective working relationships with co-workers and persons outside the Agency and perform essential job functions in an environment that will sometimes include increased levels of work-related stress. Must be able to sit or stand for up to eight hours at a time while performing work duties. Must be able to bend, stoop, push, and pull in the performance of job-related duties. Must be able to use fingers bilaterally and unilaterally to perform essential job functions. Must be able to lift, carry, and move work-related supplies/equipment. Must have vision and hearing corrected to perform essential job functions. Must maintain punctuality and attendance as scheduled. Work Environment Work involves the normal risks or discomfort associated with an office environment or indoor/outdoor recreational activities and excursions. Potential for exposure to adverse weather conditions and temperature extremes.
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