Miami-Dade County Position Description Job Title: Program Manager
Department: Programs
Reports To: Associate Director of Programs FLSA Status: Exempt
Pay Grade: 20
Date: October 2019
Summary: The position manages the full life cycle of assigned funded program(s) and services located throughout Miami-Dade County. This person requires occasional non-traditional work hours (weekends and evenings) and reliable transportation. This professional position will support the Programs Management Team in implementing strategies that foster collaboration among internal and external stakeholders to ensure services are delivered in accordance with The Children’s Trust standards and latest evidence-based practices. S/he is responsible for utilizing change management, knowledge, skills, and behaviors to promote continuous quality improvement throughout the assigned contracts and projects. This person will be assigned a caseload of contracts and may serve as initiative/project lead. The attached exhibits include additional responsibilities for the Program Manager leading our Metrics and PPD efforts.
Essential Duties: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned as needed.
1. Manage contracts: Collect and review required contract and budget documents submitted; schedule and conduct technical assistance meetings; approve and finalize documents in conjunction with input from Associate Director of Programs, accountants and research and evaluation analysts. Maintain positive, collaborative working relationships with community agencies and organizations.
2. Monitor contract progress and program compliance: Use developed metrics and tools to track performance; schedule site visits to observe program activities including review of provider compliance; complete observational site visit reports and note program performance.
3. Participate in continuous quality improvement efforts: Ensure provider’s adherence to our quality framework as defined and implemented by Continuous Improvement Associate Director of Programs and our Metrics and Program Professional Development approaches.
4. Participate in the development and management of the bid solicitation process: Assist with the bid solicitation development activities;
review, read and rate proposals (may serve as a team lead for proposal reviews); participate with debriefings; prepare rating documents; make proposal recommendations and participate in appeals process.
5. Serve as Lead Staff: is the project lead for a specific initiative or specific project such as Metrics, PPD or Parent Club. This responsibility entails supporting the Programs Management Team in leading assigned programmatic areas and projects in the executing of our strategic investments and implementation of various programs. The PPD and Metrics lead responsibilities are detailed in Exhibit A & B respectively.
6. Participate in meetings and professional development activities: Participate in agency administrative meetings; attend board and board committee meetings, as needed; participate in internal organizational projects/workgroups; represent The Trust in external meetings; complete assigned and self-directed professional development modules in the Learning Management System (LMS), attend trainings and conferences as assigned. 7. Manage contract amendments and revisions: work with funded
providers to finalize contract revisions and amendments; approve and finalize amended contracts and or budgets, scopes of work; ensure completion and execution of amendment.
8. Oversee contract compliance: Approve and process site changes; manage and analyze data; investigate complaints; review documents and follow up on incident reports; complete performance reviews; conduct informal site visits; provide ongoing technical assistance; and respond to special requests from management as needed.
Additional Expectations:
• Maintain an annual work calendar of provider milestone contract dates, events, and visits.
• Demonstrate knowledge of standard practices in the fields of nonprofit management, local government, public procurement, contract administration, budgeting, data collection, and program evaluation.
• Demonstrate knowledge of best practices in quality assurance and/or continuous quality improvement and the appropriate programmatic area of assignment related to child/youth/family services.
• Provide project management skills to effectively plan and prioritize work assignments, as well as to work efficiently on several projects simultaneously, both independently and within a team.
Qualifications: To perform this role successfully, an individual must be able to demonstrate ability or have professional experience to perform each essential duty satisfactorily.
Bachelor's degree preferred but not required from an accredited four-year college or university with major course work in public administration; social services or other
professional experience in the following areas: fiscal analysis (budgeting and invoices), grants or contracts management with program observation. Project management and or business analyst experience in data driven work environment is preferred.
General Knowledge and Skills:
▪ Ability to systematically analyze problems, draw relevant conclusions and devise appropriate courses of action.
▪ Ability to interpret a variety of instructions furnished in written, oral, or diagram.
▪ Ability to identify issues and resolve problems in a timely manner both working with a group and independently, using reasoning and logic.
▪ Ability to communicate effectively, both orally and in writing
▪ Ability to establish and maintain effective working relationships with The Trust’s stakeholders, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, age, gender, ethnicity, disability, sexual orientation, marital status or political affiliation.
▪ Time management; project management; computer skills (Microsoft Office Suite); stress management skills; and math skills.
▪ Bi-lingual (Spanish/English and or Creole/English) desired. Employee Behavior:
Culturally sensitive and literate; respectful; team player; organized; detail oriented; resourceful; able to work in an open office environment; people/customer service oriented; able to work in a team or group setting; able to keep abreast of current professional practices.
Tools, Equipment, Supplies and Materials:
Considerable knowledge of modern office practices, systems and equipment: computer, printer, copier, fax and scanner; audio visual equipment, teleconferencing equipment.
Other Requirements:
Valid Florida driver’s license with appropriate automobile insurance for occasional travel to off-site community meetings and or provider sites.
Employee Name_________________________________________ Date_________
Signature________________________________________________
Employee signature constitutes employee’s understanding of the requirements, essential functions, and duties of the position.
EXHIBIT A
Program and Professional Development (PPD)
Staff assigned to PPD is primarily responsible for development, implementation, and evaluation of The Children’s Trust’s PPD plan to increase the effectiveness of personnel and organizations involved in the provision of child, youth and family programs in Miami-Dade County. The PPD plan will include activities to support Trust-funded service providers as well as support the professional development of Children’s Trust staff.
This position works collaboratively with Children’s Trust staff as well as external individuals and organizations to implement best practices in adult learning and organizational development with emphasis on effectively leveraging The Children’s Trust’s and community assets and resources in support of improving program quality and contract management.
Primary Responsibilities:
▪ Lead the implementation of The Children’s Trust’s plan for internal and external program and professional development (PPD) including the collaborative design, delivery, documentation, and evaluation of all PPD activities.
▪ Serve as The Trust’s internal expert on adult learning and organizational development.
▪ Develop and implement a consistent approach to the design, delivery, and evaluation of all PPD activities regardless of who is delivering the PPD activity. This will include development of quality standards for agendas, methods, materials, etc.
▪ Recruit, manage, and evaluate the efforts of individuals and organizations involved in the delivery of PPD activities including Trust staff, volunteers, collaborating partners, and contracted vendors.
▪ Develop and/or compile PPD curricula and materials in addition to other related documentation for PPD activities delivered internally and works in collaboration with relevant Trust staff.
▪ As needed, provides training and other PPD activities to The Children’s Trust staff and funded providers.
▪ Identify and develop collaborative relationships and links with staff and providers to additional PPD resources and opportunities.
▪ Conduct periodic needs assessments to determine needs, interests, and capacity for PPD activities.
▪ Develop and implements an evaluation plan to monitor the implementation and effectiveness of all PPD activities while working collaboratively with The Children’s Trust research staff.
▪ Utilize data from needs assessments and evaluations to improve the effectiveness of PPD activities.
▪ Develop budget recommendations and monitors the approved budget for PPD activities.
EXHIBIT B
Program Metrics
Staff assigned to Program Metrics supports Programs Management Team in leading our continuous quality efforts to implement a continuous learning and improvement framework that incorporates our program metrics work and Program Professional Development. This position will work with management team ensure funded programs are developed and managed using a data-driven lens that sets priorities for improvements.
Primary responsibilities:
▪ Support quality improvement efforts resulting in improved programming and participant experience.
▪ Assist management in facilitating system-wide efforts to improve our programs metrics and track quality as an organization-wide priority.
▪ Assist management in implementing performance and quality initiatives that lead to positive and measurable impacts on our funded programs.
▪ Help establish continuous performance, quality improvement efforts and monitoring and reporting system.
▪ Support management in researching and designing appropriate performance and quality trainings.
▪ Help Coordinate performance management and quality improvement capacity building for Program staff and providers.
▪ Support management in the development of training and technical assistance to staff and providers regarding appropriate performance monitoring tools and data management/reporting.
▪ Collaborate on the design of the information technology infrastructure required to support programs performance and quality improvement system.
▪ Ensure needed data is collected on a timely basis, regular reports on progress are distributed, and makes recommendations for future improvements based on the data.
▪ Conduct written and/or verbal presentation of overall impact of our funding.
▪ Ensure proper reporting formats are designed to assess the impact of programs and initiatives, including steps to ensure data quality and integrity.
▪ Assist with the development of quality assurance and performance review tools for staff and providers.
▪ Support the development of training and technical assistance to funded agencies to build their capacity for continuous self-assessment and properly report required data and information to The Trust.
▪ Assist with presentations to The Trust board of directors and committees regarding the progress of funded programs.