The Program Manager is the administrative support to the Executive Director and provides compliance support for the program in order to effectively implement the Foster Grandparent Program and promote productivity within the department. Responsible for administrative capacities for over 150+ AmeriCorps Seniors, 30 station partners and, in collaboration with the Executive Director, the supervision of program staff, graduate assistants and interns. Manage the emergency communication and all technological systems to ensure program efficiency and effectiveness. Develop and oversee control systems to prevent or deal with violations of federal guidelines and to support programmatic compliance.

Duties

• Administrative Support: Perform administrative, and clerical support to the Executive Director in accomplishing their roles, responsibilities and vision for the Foster Grandparent Program. Manage departmental systems including landline, website, Alertmedia and email in order to promote synergy of the department's communications. Support day to day activities of the program. Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Executive Director or designate. Coordinate, organize and oversee the execution of departmental meetings and conferences including meeting venue booking, catering requirement, set up the room with audio-visual equipment and flip charts and tend to other requirements of department meetings. Complete internal and external correspondence, legal documents, form letters and other documents, and distribute them as directed. Prepare meeting agendas, records and distribute meeting minutes, and maintains organized files of same. Produce forms, schedules, and correspondence as required. Completes confidential administrative services for the Executive Director. Manage and maintain adequate inventory and budget for all department supplies in order to promote all department staff's productivity, to optimize service to volunteers and community partners and to remain compliant with federal funders. Support the management of all filing systems. Oversee and support the maintenance of program webpage and all digital marketing communications. Implement strategies for communicating service and program impact as part of the program's overall communication strategy. Coordinate and complete department communications to internal and external audiences. Operate office equipment such as computers, fax machines, photocopiers, voice mail messaging systems and computer scanning equipment to complete department tasks.
• Compliance: Review, analyze, develop, and update the policies related to program compliance according to the AmeriCorps Seniors FGP Operations Handbook (federal). Understand and interpret various policies of Pepperdine, AmeriCorps Seniors (federal) and various station partners in order to implement programing that is within expected compliance guidelines. Conduct periodic internal reviews and audits of case files to ensure that the program is compliant with federal, state, local and organization policies, laws, rules and regulations. Develop and oversee control systems to prevent or deal with violations of federal guidelines and internal policies. Evaluate the efficiency of controls and improve them continuously. Revise program procedures, reports etc. periodically to identify hidden risks or non-conformity issues. Keep abreast of regulatory developments within or outside of the organization as well as evolving best practices in program compliance control. Provide administrative supervision and support in order to facilitate the management of holistic and comprehensive records to include intake, eligibility assessments, goal setting, program monitoring, and evaluation in order to promote federal compliance. Supervise the collection of various forms to include health screenings, volunteer applications, financial records, etc. on an annual basis, ensuring program compliance. Oversee the collection of the paper application process from Foster Grandparent volunteers and the conversion to files via data entry in order to ensure program compliance. Ensure that all updates are accurate and compliant with Foster Grandparent guidelines.
• Program Assistant, Graduate Assistant and Intern Supervision: In collaboration with the Executive Director, the Program Manager is responsible for assigning daily tasks and monitoring progress in order to ensure that the administrative needs of the project are successfully accomplished. Organize and develop program staff, graduate assistant and intern schedules in order to promote synergy of tasks within the department and to meet the needs of the volunteer and station partner community. Assign administrative duties to program staff, graduate assistants and interns in order to streamline the volunteer application process.
• Case Management Lead: Input accurate and complete data for all volunteers. Collect monthly timesheets and quarterly contribution records in order to ensure that all reimbursements are issued in a timely manner. Facilitate monthly payments to volunteers based on timesheets at an hourly rate that is stipulated by the FGP grant.
• Manage Volunteer Application Process: Manage all of the technology systems in collaboration with the Program Assistant for volunteer application processing. Create databases and/or processes to accomplish tasks.
• Perform other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: BA or equivalent four (4) years of applicable related experience; experience working with vulnerable populations, particularly at–risk seniors and youth. Knowledge of community resources and counseling/social work practices with high risk populations. Excellent interpersonal and public relations skills; strong oral and written communication skills; organized and detail oriented; works effectively with coworkers, volunteers and community members by communicating the vision of the Foster Grandparent Program; excellent record keeping and data entry skills; addressing others by name, title or other respectful identifier; and respecting the diversity of our work force in actions, words and deeds. Ability to problem solve and multitask. Detail orientation; Critical thinking skills; Initiative/Activation skills; and Leadership skills. Experience with scanner, copier, faxed machines, Microsoft Office software and other university wide applications.

Preferred: Demonstrated excellent oral and written communication skills to interact cooperatively and effectively with all GSEP constituencies. Skill in prioritizing assignments and meeting deadlines in an environment with fluctuating demands, frequent interruptions and multiple priorities. Ability to type 50 WPM. Ability to maintain confidentiality of files. Skill in proofreading and editing documents for correct spelling, grammar, punctuation and format. Knowledge of email and networks, including the Internet. Ability to focus on details when completing assignments. Good organization skills and consistent follow through to completion of projects and tasks. Ability to work in a team environment. Knowledge of office and administrative assistant procedure, including placing telephone calls and transmitting messages with efficiency and accuracy. Experience with IBM compatible or MAC office software and Microsoft Office software.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.

This is a Restricted, Nonexempt, 40 hour per week position.

Expected Pay Range: $28.80 - $32.00 per hour 

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law.