Job Description

POSITION: Program Administrator                                                                                      JOB STATUS: FT / Non-Exempt

DEPARTMENT: Administration                                                                                             REPORTS TO: CEO or Designee

POSITION SUMMARY: The Program Administrator functions as a team to coordinate and administer Roots’ ongoing program and projects including planning, organizing, and staffing in support of program activities. The Program Administrator supports a multi-disciplinary team of talented individuals with a shared goal and strategy working toward the vision of Roots by providing effective, collective, and inspiring leadership, and assists the Chief Executive Officer and the entire Executive Management Team in ensuring that programs are carried out in a manner that upholds the organization’s mission and goals to deliver services to the community.

ESSENTIAL FUNCTIONS:

·         Develop the delivery of the overall program and its activities in accordance with the mission and the goals of the organization

·         Support the development of operating plans to support individual projects within the overall organization

·         Develop a program evaluation framework to assess the strengths of the program and to identify areas for improvement

·         Assist in the integration of new programs into the overall organization, including but not limited to: formulating position descriptions,                updating the organizational chart, and developing/updating related policies and procedures.

·         Recommend and implement new initiatives to support the strategic direction of the organization

·         Ensure that program activities operate within the policies and procedures of the organization and that activities comply with all relevant            legislation and professional standards

·         Maintain a high degree of credibility, independence, integrity, confidentially and trust.

·         Develop forms and records to document program activities

·         Coordinate internal resources and third parties/vendors for the flawless execution of projects

·         Ensure that all projects are delivered on-time, within scope and within budget

·         Assist in the definition of project scope and objectives, involving all relevant stakeholders and ensuring feasibility

·         Promotes a supportive, collegial work culture and champions Roots’ core values

·         Ensure resource availability and allocation

·         Monitor and track progress of projects, and manage changes to project scope, schedule, and costs

·         Report and escalate to management as needed

·         Perform risk management to minimize project risks; report variances and concerns as appropriate.

·         Create and maintain comprehensive project documentation

·         Support with development, implementation, maintain and revise: policies, procedures and practices of the organization to improve                  quality and to prevent illegal, unethical or improper conduct.

·         Support managers to ensure the effective and efficient program delivery, including equipping them with and training them on                            appropriate tools and resources

·         Collaborate with managers to direct compliance issues to appropriate existing channels for investigation and resolution.

·         Understand the legal regulatory framework of Roots Community Health Center as required to ensure compliance across all programs              and departments.

·         Identify potential areas of compliance vulnerability and risk, and reports issues to the Compliance Director and/or Risk Management                committee as appropriate.

·         Recognize personal issues that impact job performance and interactions with clients/patients and staff.

·         Demonstrate sound business judgment and support of the Roots’ mission and objectives.

·         Earn and maintain respect of the Management team, board members, and staff.

·         Exhibit strong analytical and writing skills required to prepare and edit policies and procedures, issue memoranda & other                                correspondence and compile project / program reports.

·         Provide effective communication and role modeling across the organization, including stewardship of all resources.

·         Support the Quality Assurance and Improvement committee and its subcommittees

·         Engage volunteers for appropriate program activities using established volunteer management practices

·         Ensures that all program staff receive an appropriate orientation to the organization and its programs in accordance with                                  organizational standards

·         Support program staff by providing direction, input and feedback to staff and/or their managers as appropriate

·         Communicate with subcontractors, vendors, clients/patients and other stakeholders to gain community support for the program and to            solicit input to improve the program

·         Coordinate the delivery of services among different program activities to increase effectiveness and efficiency

·         Support the completion of project/program reports for management and funders

·         Communicate with funders and stakeholders as needed

·         In consultation with finance staff, ensure that programs / projects operate within the approved budget

·         Identify and evaluate the risks associated with program activities and take appropriate action to control the risks

·         Monitor the program activities on a regular basis and conduct an annual evaluation according to the program evaluation framework

·         Support the development of funding proposals for the program to ensure the continuous delivery of services

·         Report evaluation findings to the CEO and recommend changes to enhance the program, as appropriate

·         Other duties as assigned

SECONDARY FUNCTIONS:

·         Complete all required documentation and reports in a timely fashion;

·         Participate in staff meetings, supervision, agency meetings and staff trainings;

·         Carry-out all assigned responsibilities in a professional manner;

·         Help keep the center clean and safe at all times;

·         Perform other duties as assigned.

EDUCATION REQUIREMENTS:

BACHELOR’S degree from an accredited institution with minimum 3 years experienced performing administrative functions or related fields with 2 years experienced working in program and /or project management  “or”

ASSOCIATE’S degree in related fields with 4 years experienced working in program development / project management.

WORKED EXPERIENCE REQUIREMENTS: 

·         Experience working in non-profit organization or a community clinic PREFERRED, but not required.

 QUALIFICATIONS AND DESIRED CHARACTERISTICS:

·         Solid organizational skills including attention to detail and multi-tasking skills

·         Demonstrates ability to manage time efficiently and multi-task effectively

·         Clear and effective external and internal, verbal and written, communication skills.

·         Strong critical thinker and problem solver who can successfully build and lead an execution strategy from a long-term vision

·         Excellence in organizational management with the ability to develop high-performing multi- disciplinary teams across an organization;              experienced working in a multi-site environment.

·         Experienced strategist, innovator, and executor who will contribute in the leadership, management, and growth of the organization;                  adept at synthesizing information, building stakeholder trust and making sound decisions

·         Passion and knowledge of skill-based workforce development programming and social enterprise

·         Strong working knowledge of Microsoft Office

·         Ability to work with people from diverse backgrounds; strong interpersonal communication skills;

·         Ability to work under pressure; good sense of humor; flexible and patient;

·         Ability to work independently as well as in a team setting;

·         Detail-oriented with good organizational skills;

·         Good computer skills;

·         Willingness to work a flexible schedule;

·         Valid California Driver License with safe driving record.

PHYSICAL CONDITIONS:

·         Frequent walking, standing, stair climbing, bending, stooping, lifting (25 lbs. max)

·         Gross and fine manual dexterity;

·         Must be able to visually observe staff to understand and interpret non-verbal behavior;

·         Able to operate standard office machines and equipment including keyboards.

·         Able to operate standard office machines and equipment including keyboards.

Company Description

The mission of Roots Community Health Center is to uplift those impacted by systematic inequities and poverty by providing culturally competent, comprehensive healthcare, mental health, and wraparound services, and by emphasizing self-sufficiency and community empowerment. Roots Community Health Center accomplishes its mission by providing top-quality healthcare, conducting community-based participatory research, and offering opportunities for rehabilitation, education, training, and employment to reduce poverty and dependency in our community. Roots implements its programs and services while honoring the “roots” of culture, heritage, and tradition; by providing unprecedented access to services; by remaining community-aware and community-responsive; and by establishing partnerships to ensure a more efficient continuum of care in Oakland. Do you care deeply about making a difference in our community? Roots is a great place to call home! We are a young, growing organization with a very strong, experienced and dedicated team. We believe in continuous learning and training for our staff and provide a supportive environment in which to grow. Please submit a cover letter specific to the position posted and a current CV/Resume to careers@rootsclinic.org.