Shelter Operations Manager (Manager I)

Salary: $114,192.00 - $163,321.60 Annually
Location : 1120 SW 5th Ave, OR
Job Type: Limited Duration
Job Number: 2023-01648
Bureau: OMF-Office of the Chief Administrative Officer
Opening Date: 12/26/2023
Closing Date: 1/16/2024 11:59 PM Pacific
The Position
About the Position:
Job Appointment: Full-Time, Limited Duration. Persons appointed to limited term positions will be designated as limited duration employees whose appointment shall not exceed two (2) years except for the extension of grants or funding from outside sources.
Work Schedule: Mon-Fri. 8-5P, alternate schedule may be available after probation
Work Location: 1120 SW 5th Ave. Portland OR 97204
Benefits: Please check our benefits tab for an overview of benefits for this position
Union Representation: This position is not represented.
Application Material: Please click APPLY to submit your application via the City of Portland's online portal. You will need respond to the supplemental questions and attach a resume. Update application materials if needed.
Position Summary
The Shelter Operations Manager will lead operations for the City's portfolio of homeless shelter services, including but not limited to the existing seven Safe Rest Villages and the Temporary Alternative Shelter Sites. The Shelter Operations Manager will lead the Shelter Operations Team to ensure a high and consistent standard of shelter services and sites that meet the needs of participants, site operators, service providers, and other relevant stakeholders across all City managed shelter.
This is a unique opportunity to join a vibrant City of Portland team to lead domestic humanitarian relief operations, implementing and refining real-world solutions for houseless communities based on humanitarian principles and best practices. The position plays a key role in building a strong operational team and fostering collaboration and cohesion with other City departments, community-based organizations, and County and State partners to lead and strengthen the City of Portland's operation of homeless services. This position will develop context-specific standard operating procedures and ensure effective systems are in place to support effective and timely program implementation and the overall City mission.
The Shelter Operations Manager will approach the work with empathy and sensitivity to the varied experiences, often traumatic, of program participants, community members, and stakeholders. It is essential that the position demonstrate positive listening skills and an openness to learning from different perspectives and experiences throughout the performance of the role.
As the Shelter Operations Manager, you will:

• Lead the management of Shelter Operations, properties, resources, and infrastructure.
• Oversee procurement and contract management with vendors and non-profit partners.
• Develop and administer Shelter Operations budget, including forecasting resources; monitoring budget to actual revenues and expenditures; and contributing to quarterly and annual budget update processes.
• Implement policies and procedures for quality management, ensuring compliance requirements of City, County, and State and rules and regulations specified by permits, policies, public health requirements, and contractual obligations.
• Proactively coordinate with homeless services partners (such as Joint Office of Homeless Services, Multnomah County, non-profit service providers) to ensure all shelter services are well coordinated and contribute to performance objectives of the homeless services strategy of the City of Portland.
• Collaborate with senior management in preparing strategic plans and annual work plans that include clear deliverables, timelines, and resource requirements; develop, implement, improve, and evaluate programs, projects, workflow, methods, and work products in accordance with established objectives, budgets, funding agreements, and policies.
• Supervise the Shelter Operations Team's external stakeholder engagement with community partners, neighbors, business owners, site service providers, as well as people experiencing or with lived experience of homelessness within the City of Portland.
• Develop and establish performance requirements and personal development targets for staff, regularly monitor performance and provide coaching for improvement and development; evaluate performance and complete annual performance reviews.
• Plan, organize, and manage the work of staff, including developing and implementing work plans to achieve objectives.
• Continually assess and adjust priorities and work tasks to accomplish objectives independently and coordinate the work of others to meet priority milestones.
• Conduct analysis of Shelter Operations, with a focus on business process improvements utilizing best practice approaches to accountability, transparency, and efficiencies.
• Oversee real-time data to measure progress in collaboration with the Joint Office of Homeless Services data team, and develop recommendations backed by data and analysis.

The Shelter Operations Manager will report directly to the Emergency Humanitarian Operations Manager. The position requires frequent collaboration and communication with City Bureaus, community-based organizations and elected officials and staff.
Questions?
Karen Ehn, Recruiter
Bureau of Human Resources
To Qualify
The following minimum qualifications are required for this position:

1. Experience leading a team responding to humanitarian situations with competing priorities and deadlines.
2. Experience applying analytic and problem-solving skills both independently and collaboratively to develop sound decisions, and recommendations.
3. Experience effectively communicating and presenting information and recommendations clearly and persuasively in public situations both verbally and in writing.
4. Ability to maintain effective working relationships in evolving situations utilizing active listening and empathy.
5. Knowledge of program management including budget preparation and tracking, program creation and evaluation, and strategic planning.
6. Ability to apply principles of management, supervision, training, and performance evaluation.

Although not required you may have one or more of the following:

• 4 years of progressively responsible experience developing, implementing and managing programs, projects, and/or personnel functions, with at least 2 years of supervisory experience.

The Recruitment Process
STEP 1: Apply online between December 26, 2023-January 16, 2024
Required Application Materials:

• Resume
  
• Answer to the Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:

• If you would like to request Veteran's Preference, please submit your Veteran documents (ex, DD214-Member 4, VA Benefit Letter,etc) by the closing date of the recruitment.

Application Tips

• Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
  
• Your résumé should support the details described in your responses to the supplemental questions.
  
• Salary Range/Equity Pay Analysis: Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
  
• Do not attach any additional documents. Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment. All applications must be submitted via the City's online application process. Do not attach materials not requested. E-mailed and/or faxed applications will not be accepted.

STEP 2: Minimum Qualification Evaluation: Week of January 16, 2024-January 22, 2024

• An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
  
• Your résumé and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
  
• You have 14 days from the notice of the minimum qualification evaluation results to let us know if you would like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 for complete information.

STEP 3: Establishment of Eligible List: week of January 22, 2024-January 29, 2024

• Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

STEP 4: Selection (Interview): early February

• Hiring bureau will review and select candidates for an interview

• Please note, the selection process may take up to 90 days from the notification of being placed on the eligible list.

STEP 5: Offer of Employment: late February
STEP 6: Start Date: TBD

• A start date will be determined after all conditions of employment have been met.

Additional Information
Click here for additional information regarding the following:

• Click here for additional information regarding the following:
  • City of Portland Core Values
  • Recruitment Process - Work Status
  • Equal Employment Opportunity
  • Veteran Preference
  • ADA, Pregnancy, and Religious Accommodations

Did you know? The City of Portland has How to Apply Videos and offersHow to Apply Classes once per monthIf you have questions after watching the videos you are invited to contact the recruiter listed on the announcement.
An Equal Opportunity/Affirmative Action Employer
A Career with the City of Portland offers many Employee Benefits
We offer a comprehensive benefits package, including but not limited to

• Health Care (Medical, Vision and Dental)
• Carrot Fertility
• Wellness Benefits
• Life Insurance
• Short- and Long-term disability coverage to eligible employees and their families.
• Employee Assistance Plan
• Flexible Spending Accounts
• Retirement
• Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer
• Family Medical Leave
• City Paid Parental Leave

AND SO MANY MORE!
Benefits may vary depending on bargaining unit and employment status.
01
Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.
The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.
Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay questions with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.
Note: If you are requesting veterans' preference, please be sure upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.
Have you read and understood all the information listed above?

• Yes
• No - If you have any questions, please contact the recruiter on the announcement.

02
Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)
03
The City of Portland receives public records requests at times. Please indicate which response you find appropriate:(Answer will not disqualify you from the process)

• My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.
• You may release my application; I am waiving confidentiality.

04
Do you have experience leading a team responding to humanitarian situations with competing priorities and deadlines?

• Yes
• No

05
Provide a detailed example(s)of your experience leading a team responding to humanitarian situations with competing priorities and deadlines,
In your response, include details which clearly reflect how you meet this minimum qualification. Such as:

• Examples of when you used the knowledge skill or ability.
• Role you served in (professional, internship, volunteer).
• Skills, training, transferable skills or lived experience you have that will help you in this area.
• Total years of experience applying the knowledge, skill, or ability.

06
Do you have experience applying analytic and problem-solving skills both independently and collaboratively to develop sound decisions, and recommendation?

• Yes
• No

07
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