Program Manager - Kentucky Office For Refugees

ESSENTIAL DUTIES AND TASKS:

• Program Management
  • Implement the strategic plan as developed by the department.
  • In collaboration with the Monitoring and Evaluation Manager develop a program design that is evidence-based and includes assessment and feedback from team members, community partners and the refugee community.
  • Identify areas for coordination and collaboration between and within subrecipient agencies to ensure non-duplication of services as well as efficient and effective use of funding.
  • Diversifies the pool of subrecipients and contractors including Ethnic Community Based Organizations (ECBO); provide support and technical assistance.
  • Work in collaboration with Policy and Procedure Specialist in the development policy letters and manuals.
  • Develop monitoring and evaluation tools, schedules, reports and agendas in collaboration with the monitoring and evaluation division.
  • Direct oversight of KOR funded programs such as legal services and refugee agricultural programs, including development of service plans and program reporting, performance indicators, budget planning and the determination of continued funding.
  • Develop any new programming initiatives as assigned by the Assistant Director.
  • Maintain constant communication with the Assistant Director with regards to program strategy, issues and concerns, program successes and challenges, technical assistance needs, etc.
  • Participate and assist with community quarterly consultations and other regional and state-wide meetings.
  • Provide training and support to private sponsorship groups as needed.
• Oversight of Program Specialists
  • Ensure program specialists design programs that align with the strategic plan and that grant activities are consistent with program goals and original project proposals.
  • In collaboration with the Assistant Director ensure performance indicators developed by the program specialists align with funders’ goals and objectives that results in continuous improvement.
  • Assist program specialists in the design of Request of Proposals (RFP) including scope of work, performance outcomes, funding availability and timelines; provide final approval. Adhere to the Grants Administrator RFP template.
  • Assist program specialists when determining subrecipient funding allocations; provide final approval.
  • Provide guidance in the development and review of subrecipient work plans, performance indicators and contract deliverables, Notice of Award and Contract Development; provide final approval before implementation.
  • Assist program specialists in the review of subrecipient budgets and narratives and monthly financial reports in collaboration with the finance department.
  • Ensure funds managed by program specialists are obligated and liquidated within the appropriate time frames in collaboration with the finance department and the Assistant Director.
  • Program specialists include the State Case Management Coordinator, State Young Adult Services Coordinator, State Adult Learning and Career Advancement Coordinator, the State Refugee School Impact (RSI) Coordinator, State Employment Services Coordinator, and the State Housing Outreach Coordinator and other staff as assigned by the Assistant Director.
• Administrative Responsibilities
  • Develop budgets and budget narratives as needed.
  • Regularly use and consult ClientTrack, KOR’s statewide database, to monitor overall program performance.
  • Review monthly financial reports of assigned programs and provide feedback to finance department as needed.
  • Responsible for any program reports under the purview of the Program Manager. Ensures reports are submitted timely and provide final approval.
  • Work in collaboration with other team members in the submission of the State Plan, monitoring reports and other federal reports as assigned by the Assistant Director.
  • Will be required to keep time and activity logs and charge time to appropriate grants.
  • Other duties as assigned.

The KOR Program Manager is a staff member of the Kentucky Office for Refugees (KOR), a department of Catholic Charities of Louisville. Catholic Charities of Louisville is the Replacement Designee designated by the federal Office of Refugee Resettlement (ORR) to administer the Kentucky state refugee resettlement program and serve as the State Refugee Coordinator’s office. The Kentucky State Refugee Coordinator oversees the design, implementation, and coordination of refugee services throughout the state.

KOR is responsible for the management and operation of Federal funding that supports post-resettlement programs including short-term cash and medical assistance, employment services, case management, English Language Training, and a variety of other social services for Refugees and other eligible populations who arrive in Kentucky. KOR coordinates programs and services in each resettlement site and participates in community meetings to ensure general awareness and coordination between stakeholders.

The KOR Program Manager has oversight of the statewide social service funded programs with the exception of refugee health and refugee cash assistance. The Program Manager’s job is to take a high-level view of the entire program and strategically guide program specialists to ensure that all work effectively toward the programs’ objectives. Program services include but are not limited to case management and employment services, adult learning, youth services, housing and public school support services. The KOR Manager is expected to exercise independent action and decision making.

A hybrid work schedule is available with the flexibility to work from home or in the office throughout the work week. Staff are required to be present in the office two days a week to encourage collaboration and team building. Additional-in office days made be required on an as needed basis.

EFFORT:

• Must have strong writing skills. Much of the position will consist of writing reports and program/administrative guidance with oversight from supervisor.

• Ability to accurately examine and analyze information and to develop programmatic recommendations.

• Strong oral communication skills. Must have the ability to effectively engage diverse audiences and articulate the needs, strengths and issues of refugees and their families. This position will be engaged with refugee communities, public school systems, mainstream social service providers, state and local governmental agencies, refugee resettlement staff, religious leaders, etc.
• Ability to work under pressure and meet deadlines.
• Must be results-oriented with a strong ability to make decisions from a “big picture” perspective.

• Ability to travel to different areas of Kentucky where refugees are resettled when necessary, and participate in periodic out-of-state conferences, training and/or meetings.
• Must have a valid driver’s license. Mileage reimbursement is available for POV, or rental cars are provided.

• Ability to sit and stand for extended periods of time.

EDUCATION AND EXPERIENCE:

Master’s Degree in Community Development, International Development, Public Administration, Public Policy, Social Work or related field is preferred. Minimum of 5 years’ professional work experience preferably with refugees, immigrants or other underserved populations. Federal Grants Management experience preferred.

Candidate must also have strong knowledge and understanding of the governmental and non-governmental agencies in Kentucky that work with refugees, immigrants or other vulnerable populations.

Reasonable accommodations may be made to those who are able to perform the essential duties of the job.

SPECIALIZED SKILLS AND KNOWLEDGE:

• Leadership – the individual practices teamwork and is a role model to team members.
• Analytical - the individual synthesizes complex or diverse information.

• Continuous Process Improvement – the individual looks for ways to improve,

promote quality and demonstrates accuracy and thoroughness.

• Problem Solving - the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.

• Oral Communication - the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills, and conducts meetings.
• Written Communication – will need to communicate clearly and persuasively for the purposes of grant management and reporting, advocacy, and effective email communications.
• Federal Grants Management – the individual must demonstrate knowledge and competencies in Managing Federal Grants and Cooperative Agreements as a Federal Recipient and Pass-Through Entity.
• Computer literate in Microsoft Office
• Must be able to maintain the confidentiality of any information s/he encounters.