Division Manager: Congreso de Latinos Unidos, Inc.

Posted September 12th, 2017 at 10:52 am.

Congreso de Latinos Unidos, Inc., a dynamic nonprofit, is currently seeking a full-time Division Manager. The Division Manager is responsible for providing high level administrative support to Congreso’s Family and Housing Services division.  This position works collaboratively with the divisional Vice President in a fast-paced environment to enhance the development of the Division. This position also supports the creation and implementation of a wide variety of analytical and administrative functions that are designed to increase the capacity of division staff with the goal of improving performance and amplifying the services offered. This position requires the ability to be highly proactive, self-motivated and serves as a confidential assistant to the VP.  This position is privy to confidential information and is expected to handle such information with the highest care.

Particularly, the major functions of this role are to support the Division at Congreso by performing:

  1. Fiscal Management and Billing Oversight
  2. Administrative Management
  3. Strategic Development
  4. Personnel Management
  5. Continuous Quality Improvement
  6. Division-wide Strategic Development
  7. Division-wide PCM Implementation

Essential Functions

Fiscal Management

  1. Assist the Vice President and/or Division leadership with fiscal management and planning of Division budgets and salaries, including but not limited to: budget creation, budget revisions, entering budgets into Division Forecast, while supporting with ongoing management of the Division financial Forecast tool.
  2. Participate in Division Fiscal meetings – take minutes and provide list of follow up items and ensure completion of tasks by persons responsible.
  3. In collaboration with VP and Program Leadership, perform fiscal analysis in determining fiscal sustainability of new projects, existing projects or identifying gaps and proposing potential solutions.
  4. Responsible for supporting the Operations Coordinator with any issues pertaining to fiscal invoices, check request or any financial issues that may arise and require additional support, as needed.
  5. Responsible for working with applicable staff to ensure that invoices are prepared for Fee for Service Billing, and submitted in a timely manner. Follows up to secure payments and works with applicable staff in resolving any issues that arise.

Administrative Management

  1. Supports the coordination/facilitation of Division meetings including but not limited to: Management meetings, Leadership meetings, and Division meetings, in collaboration with the Division Vice President.
  2. Represents the Division Vice President at internal/external meetings, as necessary.
  3. Supports the VP in the management of his/her calendar, help with prioritization of work and provide insight on how to manage multiple tasks.
  4. In the absence of the VP, this role is expected to manage day to day work and daily operations of the Division, autonomously.
  5. Leads the development or updates of program policies and procedures. Ensures review and updates annually.

Personnel Management

  1. Reviews resumes and hiring packets/change of status forms for all incoming staff to ensure they are meeting the eligibility requirements for positions (as necessary).   Codes staff salaries and allocates into the division forecast. Secures completeness and accuracy of the hiring paperwork.
  2. Supports VP in identifying formal/informal training needs to address professional development within the division

Continuous Quality Improvement

  1. Collaborates with VPs and program leadership in the selection of indicators and tools; know how to measure indicators in divisional programs, and analyze divisional data for compliance and trends. Note that all of this work must be done in partnership with the Data & Evaluation team that has final approval for indicators and tools.
  2. Responsible for working with Director of Data and Evaluation in identifying data entry gaps, database technical issues, etc.
  3. Be knowledgeable and able to use functions in ETO and how it is customized for the programs within the different divisions.
  4. Supports Director of Data and Evaluation in communicating ETO Database changes and data requirements to staff, as necessary.
  5. Assists with UNIDAD data analysis and support and works with D/E team to ensure quality and accuracy.
  6. Attends Division meetings to report program updates, share successes and communicate staff updates.
  7. Communicates with the Director of Data and Evaluation on all new contracts or existing contracts without effective data management systems that could benefit from a system review
  8. Responsible for working with the VP, Operations Coordinator and division leadership to hold staff accountable for following compliance standards.
  9. In conjunction with the D/E team, participates in data and evaluation meetings and co-presents items of discussion. In addition, provides action plan after meeting to address follow up items.
  10. Prior to D/E meetings, meets with division leadership to analyze data from reports and prepare feedback that informs the meeting agenda.
  11. In conjunction with D/E prepares an agenda that is informed by both by (D/E and Division Leadership) as well as prepares handouts to be presented.
  12. Disseminates agency reports (such as gaps, agency indicators) prepared by the data department to staff within 24 hours of Division Data & Evaluation meetings.
  13. Works with D/E and division leadership in completing funder request for data, United Way reports and any other reports as required.
  14. Works with the D/E team in formulating long ranged evaluation analysis on program effectiveness and develops recommendations as necessary.
  15. Responsible with working with D/E in developing a divisional score card that will inform the agency overall score card.

Strategic Development

  1. Assists in the creation and implementation of strategic priorities for the Division; participates in the formulation and execution of long-range goals and objectives.
  2. Assists in the development of fundraising plans and Division blueprints.
  3. Assists in Division wide development and grant writing, as needed.

Division Wide PCM Implementation

  1. Secures Programmatic Integration of PCM within the division.
  2. Participates in agency implementation teams (PCM Steering Committee) and  takes leadership role in sub groups as well as securing that tasks are moved along within established deadlines.    Advocates on behalf of programs based on program context.
  3. Serves as a leader in securing PCM integration within programs.
  4. Be knowledgeable of PCM and able to use PCM setup in ETO.  This includes the ability to train new staff in PCM in the interim period before agency PCM training.

Knowledge, Skills, and Abilities

All Staff Competencies

  • Basic understanding of Congreso’s mission, vision, values, programs and services, and business plan.
  • Knowledge and understanding of the targeted community needs and demographics.
  • Understanding of legal criteria for issues such as confidentiality, domestic abuse, child abuse, and mandated reporter requirements.
  • Ability to provide nonviolent intervention with a high level of ethical standards of conduct, cultural sensitivity and within appropriate boundaries and limits.
  • Ability to effectively use standard office equipment.
  • Possesses strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, external business partners, and the community.
  • Ability to operate a computer and use a variety of common software programs including Microsoft Office, spreadsheets, UNIDAD, and customized databases.
  • Adheres to all Congreso and departmental policies and procedures.
  • Attends all Congreso in-services as required.
  • Strong written and verbal communication skills and effectively communicate with individuals and groups.

Direct Services Staff Competencies

  • Knowledge of legal and political issues, and community resources and benefits that impact and/or benefit the targeted client needs.
  • Knowledge of basic client management procedures (PCM Model) for determining eligibility, assessing needs, identifying resources, making referrals, following up, and documenting client interactions and proactively supporting client’s pursuit of education and employment goals throughout the agency without regard to program service.
  • Demonstrates understanding and knowledge of the Latino culture and availability of North Philadelphia community resources.
  • Ability to effectively interview and engage a client in appropriate programming.
  • Ability to exercise native-level fluency in both English and Spanish, both written and verbal.
  • Ability to effectively conduct one on one advocacy and/or educational presentations.
  • Ability to work in a team structure – demonstrating ability to collaborate and contribute to the team’s work.

Leadership/Management Competencies

  • Ability to articulate, promotes, and models the organizational mission, vision and programmatic goals, and strategic plan.
  • Understanding of legal/political policies and issues, community resources, and benefits addressing targeted client needs as they affect Congreso services (e.g. TANF, poverty, immigrants).
  • Understanding of and implement guidelines and policy for programs and the organization.
  • Ability to effectively implement human resources policies, employee relations, staff supervision, staff development, staff evaluation, and management practices in accordance with Congreso policies.
  • Ability to read and understand a budget – making appropriate financial decisions (including review of spending levels).
  • Ability to evaluate data against business plan and communicate results while applying a sophisticated understanding of performance management and data driven performance reviews.
  • Ability to demonstrate sustained leadership in moving clients towards targeted outcomes.
  • Ability to effectively conduct one on one advocacy and/or educational presentations.
  • Ability to manage, evaluates, and distributes the work of an individual or teams either programmatically or by function.
  • Ability to monitor contract compliance.

Experience, Education, and Licensure

Minimum Experience: 3-5 years of management experience.  Strong analytical skills and proven leadership experience.  Experience in managing Microsoft Excel and developing budgets and contract management is required.  Social  service/nonprofit program management is preferred.  Must have strong organizational skills, be detail oriented, and be able to work in a fast-paced environment and prioritize many tasks.  Some tasks may be confidential in nature, and candidate should be able to demonstrate ability to manage confidential information.

Minimum Education:  Bachelor’s degree required with 3-5 years’ work experience. Master degree with a combination of management experience (1-3 years of experience) is preferred.

Certification/License:  N/A

EEOC

Congreso is an Equal Opportunity Employer. Congreso is strongly committed to providing equal employment opportunity for all employees and all applicants for employment. All employment decisions at Congreso are made without regard to race, ethnicity, religion, color, gender, gender identity, sexual orientation, national origin, ancestry, disability or military/veteran status, or any other protected class as set forth under applicable State, Local and Federal Civil Rights Laws.

About Congreso

Congreso is a multi-service nonprofit organization whose mission is to strengthen Latino communities through social, economic, education, and health services; leadership development and advocacy. Founded in Philadelphia in 1977, Congreso has grown into a national thought leader on nonprofit performance management with an expert focus on the Latino community. Congreso is anchored by its innovative Primary Client Model (PCM™), and provides direct services to residents of the Philadelphia region while providing consult to other nonprofits and government systems nationally.

Filed under: Management Level by Margie DuBrow

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