Shelter Programs Supervisor

Role Title: Shelter Programs Supervisor (SPS)

TO BE CONSIDERED, PLEASE INCLUDE A COVER LETTER OUTLINING YOUR EXPERIENCE IN THIS KIND OF SOCIAL WORK AND TELL US WHY YOU WOULD BE THE BEST CANDIDATE FOR THIS ROLE.

Pay: FTE Salary range $75,000-$78,000

Benefits

Eligible for medical, dental, vision, and life insurance following 30 days of employment; eligible for sick, vacation, and holiday leave.

Hours

Standard schedule of Monday-Friday from 9:00am-5:00pm. This role may at times require evening/overnight or weekend work, particularly during rotating weekends and evenings “on-call” to provide support as needed for OlyMAP’s 24/7 programs. On-call responsibilities are shared and rotate among all members of OlyMAP’s leadership team. (At this time) The SPS is expected to be on call for 1 week every 5 weeks as back-up support for the Franz Anderson Tiny Home Village Fill-in-Lead (“primary on-call”) and whoever is serving as the “secondary on call.” The SPS will be on call primarily to provide high-level guidance (over the phone) for other Leads on-call but may at times be expected to assist in person if both the Fill-in-Lead and secondary on-call are unable to assist or require additional assistance. The leadership on-call structure is still under development and may be subject to change based on need and feedback.

Location

This position will require working primarily out of OlyMAP’s office spaces, both located within downtown Olympia, WA, as well as working out of OlyMAP program shelter spaces, such as the New Hope Tiny Home Village, Franz Anderson Tiny Home Village, and local hotels utilized for OlyMAP’s Stability Stays Program. The position will require primarily office/desk-based work, in addition to field work at the shelter spaces named above. Outreach-based field work to local unsanctioned camp communities may also be required at times. This position will necessitate limited local travel and working out of other professional/community locations in the area, such as public venues, parks, schools, places of business, other provider locations, government buildings etc. This position will also require working part-time outdoors. Working outdoors may expose workers to cold or inclement weather/the elements.

Role Summary

The Shelter Program Supervisor (the SPS) is responsible for supervising and supporting the operations of OlyMAP’s Shelter Programs (the New Hope Tiny Home Community, the Franz Anderson Tiny Home Village, and the Stability Stays program) and ensuring that they are operating in accordance with OlyMAP’s mission, values, policies, procedures, and contractual obligations. The SPS accomplishes this primarily through providing supervision, guidance and leadership support for the Program Leads of these programs (currently 4 Leads) and working closely with these leads to support, manage and supervise all aspects of program operations and development. The SPS is supervised by the Executive Director and is expected to work closely with the ED and Program Leads they supervise, in addition to other OlyMAP leadership staff, to support daily program operations and program development, address program needs and challenges, support program staff and participants/residents, and to oversee and support activities related to stakeholder and partner relations, development and management of program resources, program policy development, volunteer management and coordination, fundraising, financing, accounting, invoicing, contract management, data collection and reporting, IT and facilities maintenance (where applicable). This position requires a detail-oriented, strategic thinker with excellent organizational, leadership and communication skills. Outside of providing support for the programs they directly supervise, the SPS is expected to collaborate and work closely with the ED and other OlyMAP leadership and frontline staff to support the success, operations and development of the organization as a whole.

Responsibilities will include, but may not be limited to working closely with the Shelter Program Leads, the Executive Director, HR & Finance departments, as well as other members of the leadership team to:

• Supervise and provide ongoing support and training for shelter Program Leads (4).
• Maintain a safe and comfortable environment for staff and residents/participants of OlyMAP’s Shelter Programs by providing regular program supervision, oversight and guidance related to all aspects of operations, including on-site activities, conflict navigation, and problem solving.
• Develop and provide program-specific training for new Program Leads and staff and assist new hires throughout the onboarding process.
• Supervise and maintain awareness of weekly schedules for shelter Program Leads. This includes supporting Program Leads in developing and amending their schedules, as needed.
• Assist Program Leads, as needed, in developing, maintaining and communicating weekly schedules for their staff.
• Review, approve, or deny and ensure any necessary follow-up to Paid Time Off, sick leave or mental health day requests for shelter Program Leads. This includes coordinating the coverage of shifts and necessary tasks when Program Leads are absent.
• Collaborate and communicate with program partners, funders, stakeholders, other providers or organizations, program participants, and other OlyMAP staff to ensure quality operations and provision of services through the programs, in accordance with OlyMAP’s mission, values, policies, procedures and contractual obligations.
• Assist with response and follow-up to any accountability processes or measures involving shelter Program Leads, program staff and/or participants. This includes ensuring that shelter Program Leads are supervising and supporting their staff in accordance with OlyMAP’s policies, values and procedures.
• Collaborate with program partners, stakeholders, neighbors, other providers or organizations, program participants, and other OlyMAP staff or to find mutually beneficial resolutions to concerns, conflicts, or challenges that arise related to the programs or program participants. This includes facilitating timely and appropriate responses to any concerns or conflicts communicated by neighbors of the tiny home villages and/or hotel managers.
• Support the development and facilitation of the FATHV Neighborhood Advisory Council (NAC) and provide ongoing support for the NAC throughout the duration of the project. Participate in NAC meetings (and any other neighborhood or community meetings associated with the project) as needed.
• Provide on-call support for on-site staff, as needed and appropriate, during rotating and assigned “on-call” evening/weekend hours in response to situations or crises that require additional and immediate guidance or support, in accordance with OlyMAP’s On-Call policies and procedures.

11. Oversee and support the development, management and maintenance of the program budgets, including all programmatic financing, accounting, invoicing and reimbursement activities.

12. Ensure the timely communication of any significant program updates or needs to program staff, other members of the leadership team and/or program participants and partners.

• Support the basic security of any OlyMAP 24/7 shelter facilities through supervision and ensuring alignment of Shelter Programs with OlyMAP shelter security and safety policies and protocols.

14. Oversee and ensure timely recording, tracking and reporting of pertinent data about program operations, including data relevant to program deliverables, measures, and outcomes.

• Ensure any required documentation is completed in a timely manner and in alignment with OlyMAP policies and expectations, including, but not limited to:

1. communication log entries

2. staff files and updates to files

3. documentation related to staff accountability processes and/or concerns

4. meeting notes and documentation

5. resident electronic and hardcopy files with case notes

6. incident reports

7. visitor logs/documents

8. documentation of concerns, conflicts, complaints communicated or observed during shift

9. other documentation related to resident required paperwork, needs for support, concerns/complaints, and accountability or other challenges.

16. Ensure that required participant data and information is recorded in HMIS, Ragic and hard-copy files in accordance with OlyMAP policies and contractual requirements. This includes ensuring that all data entry is completed in a timely manner, that HMIS and Ragic profiles for participants are kept up to date, the creation and maintenance of individual hardcopy files and the tracking and documentation of participant goals, progress, challenges, needs, etc.

17. Work with other program and organizational staff to continuously improve program operations, including problem solving and developing program systems or procedures.

19. Attend, participate in, facilitate and/or assist with the coordination of any relevant program events.

• Attend, participate in and/or facilitate any relevant internal and external meetings, as needed.

21. Support effective management and allocation of program resources, including finances, personnel, and equipment, to support programmatic needs.

22. Support streamlining of procurement processes, maintain inventory, and ensure the proper utilization of resources and finances.

23. Oversee and assist as needed with the coordination and management of ongoing maintenance of shelter facilities and security (maintenance of hygiene trailers, restrooms, showers, laundry facilities, common spaces, fencing, cameras etc.). This includes assisting Program Leads with coordinating any needed maintenance or repairs in relation to these facilities.

24. Serve as a point of contact for program contract management matters.

25. Oversee and support contract management processes, including contract development, negotiation, and compliance.

26. Supervise and assist with the development and implementation of IT strategies and infrastructure to support program operational needs.

27. Collaborate with external IT vendors and consultants to address technical issues and implement system upgrades.

28. Develop and maintain risk management strategies, including emergency response plans and safety protocols.

29. Conduct regular program monitoring and assessments to identify and mitigate potential program risks and opportunities for risk management.

30. Oversee, ensure and support program safety planning in response to safety needs that arise in supervised programs and/or to prevent anticipated safety concerns. Support and oversee implementation of any safety plans developed.

31. Provide regular on-site supervision, including field supervision, for all programs supervised.

32. Assist with identifying potential new program resources and funding and work with the appropriate leadership to apply for and/or obtain identified resources/funding (including grants)

33. Assist with the development and maintenance of program specific policies to ensure they reflect the current program operations and expectations

• Other duties as assigned.

Minimum Qualifications

1. Significant experience in a mid- or higher- level management/supervisory position managing multiple staff members, or other relevant/equivalent experience and/or Bachelor’s Degree business or nonprofit administration, social work, management, or other relevant degree/equivalent experience.

2. Significant experience working in homeless services

3. Strong understanding and knowledge of social services and homeless resources in Thurston County

4. Demonstrate an ability to support and practice a trauma-informed, harm reductive, culturally humble, non-judgmental, and compassionate approach to supporting people experiencing homelessness.

5. Ability to work in non-traditional settings and unstructured environments, such as during outreach to encampments or other community locations

6. Ability to work both independently and interdependently within a team.

7. Detail-oriented and ability to perform responsibilities and data entry and documentation tasks with a high level of accuracy, consistency, and reliability.

8. Demonstrate strong organizational and time management skills.

9. Demonstrate openness to continued learning and respectful feedback

10. Demonstrate strong interpersonal, communication, and listening skills.

11. Ability to maintain and assert personal and professional boundaries for the safety of yourself and others, including the ability to recognize your own needs/boundaries and voice them.

12. Ability to respond appropriately and professionally to crisis situations and situations that require de-escalation.

13. Support and contribute to a creative and respectful environment that promotes teamwork.

14. Support and uphold the mission, philosophies and values of OlyMAP.

15. Must successfully pass required background checks prior to an offer of employment

16. Demonstrate strong problem-solving, listening and de-escalation skills

17. Ability to navigate and sustainably work in/through complex, challenging and often changing situations

18. Demonstrate strong commitment to social justice, equity, diversity and inclusion

19. Demonstrate strong understanding of and/or commitment to learning about and utilizing Evidence Based Best Practices related to homeless services, including but not limited to: harm reduction, Housing First, trauma informed care, motivational interviewing, providing low-barrier services, de-escalation best practices etc.

20. Ability and willingness to work regularly outdoors, with potential exposure to outdoor elements and weather conditions

21. Ability and willingness to complete basic physical labor tasks, including but not limited to: lifting and carrying of supplies (no more than 20lbs), completing basic cleaning tasks, removing garbage, stocking supplies etc.

22. Ability and willingness to participate in the leadership team “on-call” rotation at the level required of this role (about 1 week on-call every 5 weeks, primarily to support the FATHV)

Desired (not required) Qualifications

1. Lived experience with homelessness, housing insecurity, substance use, behavioral health challenges or other lived experiences relevant to program/role.

Job Type: Full-time

Pay: $75,000.00 - $78,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Weekends as needed

People with a criminal record are encouraged to apply

Application Question(s):

• Please verify that you have or will provide a cover letter. If no cover letter is attached to this application, you may send a cover letter through the Indeed messaging service. Applicants without a cover letter will not be considered. Have you provided or will you provide a cover letter? Y/N

Ability to Relocate:

• Olympia, WA: Relocate before starting work (Required)

Work Location: In person