Special Programs Coordinator

The Immigrant and Refugee Community Organization (IRCO) is a non-profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Our mission is to welcome, serve and empower refugees, immigrants and people across cultures and generations to reach their full potential. Find out more at www.irco.org.

POSITION: Special Programs Coordinator

JOB CLASS/GRADE: Coordinator 3 / Specialist 4; Grade 5

WAGE: Starting at $61,222 per year based on experience

FLSA; EEO; WC: Exempt; Professional; 8877

LOCATIONS: IRCO Main Office, 10301 NE Glisan St., Portland, OR 97220

Hybrid eligible/primarily work-from-home; when roving, will be working out of primary

location of assignment.

FTE; FT/PT; STATUS: 1.0 FTE; Full-Time with Benefits; Regular

NUMBER OF POSITIONS: (1)

APPLY AT: www.irco.org

STATUS: Full-Time with Benefits

PROGRAM(S): Administration; Various Programs

SECTOR/DIVISION: Strategy, Program Oversight & Quality (and assorted program Sectors/Divisions)

REQUIREMENTS: Experience with supervision and program leadership

Must be able to pass an extensive Background Check

Must have a valid driver's license and insurance and access to a private vehicle during

business hours

This job announcement is intended to describe the general nature and level of work being performed in this job. This is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

Program Summary

The Strategy, Program Oversight & Quality sector of IRCO’s administration team oversees and supports program teams and organization-wide data and evaluation work, conducts quality assurance activities, and provides implementation oversight to the organization’s Strategic Plan. The Special Programs Coordinator will be a member of this team, but also a “roving” member of different program teams across the organization.

Position Summary

In collaboration with Strategy & Program Quality Director, Special Programs Manager, and other organizational program leadership, this position supports the management of special program initiatives while providing critical program management surge capacity.

Special program initiatives could include start-up of major new contracts or grants, oversight of cross-division contracts, implementation of organization-wide program management standards, and implementation/maintenance of an organization-wide referral system.

As a surge capacity support, the Special Programs Coordinator is expected to spend significant time serving as Interim Coordinator for programs when there are management gaps, or assisting existing Managers/Assistant Managers with start-up, close out or implementation of programs that require additional capacity. This may include creating program plans and manuals, creating new processes, designing and using tools and templates to complete workplans, writing reports, leading program reviews, helping with the creation and monitoring of budgets, and ensuring implementation is on schedule, on budget, within scope, and up to quality standards.

The ideal candidate has a combination of analytical, program management, and staff development skills, is excited by transitions and frequent changes in portfolio, and is comfortable interacting with all levels of the organization. We are looking for someone with strong relational skills who can quickly establish trust and create collaborative relationships with program teams, administrative teams, and funders. The ideal candidate will be a highly strategic and creative thinker, ready to co-create quality programs and systems in a uniquely complex non-profit organization with hundreds of programs serving an extraordinarily diverse community base.

Essential Functions

Cross-Program Coordination

Support the development of program management standards and tools and their rollout across the agency

Support the development, implementation and maintenance of an organization-wide program referrals system

Conduct supervision and program oversight using a strength based, TIC and DEI lens

As assigned, support with the implementation of major new programmatic initiatives

As assigned, support with the oversight of certain organization-wide contracts, including developing internal informational and tracking tools, promoting shared understanding of program requirements, ensuring contract compliance, monitoring budget spending, coordinating reporting, and conducting quality assurance activities

Work closely and collaboratively with Strategy & Program Quality Director to adjust duties and workload as needed

Participate in All Management meetings

Roving Program Leadership

Serve as Interim Coordinator to cover management gaps on program teams; and support onboarding of new hires into those roles including but not limited to understanding their contracts, data collection and reporting processes, and grant/contract close out requirements

Oversee operations of the assigned programs to ensure quality service delivery that centers the needs of traditionally underserved communities and is informed by data

Work with Sector and/or Division leadership on program start up, planning, implementation, reporting, and evaluation; to manage budgets, review budgets and expense reports ensuring compliance with agency and funder requirements, and prepare budget amendments; and to compose or review/approve and submit program reports to funders

Ensure services are delivered effectively and sector, programmatic, and financial records are maintained. Set up appropriate and secure data and filing protocols and practices, in alignment with IRCO systems.

Oversee the identification, safeguarding, and destruction of confidential information and compliance with federal and state regulations

Conduct regular program reviews to improve efficiency and ensure compliance with contract requirements

Periodically review client files and service records, ensure data entry, case notes, updates, reports, and other administrative tasks are completed accurately within given timelines

As requested by Sector/Division leadership, coordinate with other organizations involved in similar programming

Maintain close communication with Sector/Division leadership and supervisor to ensure leadership stays “on the same page” and that management-level decisions are made at the appropriate level

Perform other duties and lead other projects as assigned

Roving Team Management

Serve as Interim Program Coordinator to cover management gaps on program teams; support new hires into those roles including supervision expectations and processes at IRCO

Provide reflective supervision to all assigned employees, ensuring quality service delivery for IRCO clients

Conduct supervision and oversight using a strengths-based, trauma-informed, and DEI lens

Foster a supportive, positive, and accountable work environment

Recruit, hire, and conduct performance evaluations for assigned program staff; work with Sector/Division leadership, supervisor and HR to set wages and take corrective actions when necessary

Provide onboarding and ongoing professional development opportunities for assigned program staff

Ensure consistent application of IRCO policies, internal guidelines, and Code of Conduct

Ensure ongoing training of staff relevant to the assigned program, as well as trauma-informed care, strengths-based case management, DEI principles, and motivational interviewing

Education & Experience

MINIMUM JOB SPECIFIC QUALIFICATIONS:

Education: Associate's Degree

Experience: 3-4 years of experience is required

Experience with supervision and program leadership

Must be proficient in the English language

Oral and written communication skills commensurate with the needs of the position

Experience/proficient in Microsoft Office applications

Experience using standard office equipment

PREFERRED QUALIFICATIONS:

Strong communication skills in a multilingual, multicultural organization

Strong ability to work with multi-cultural staff in a team setting

Ability to use nonstandard procedures and techniques to resolve unusual problems or address management requirements

Ability to use initiative and judgment in completing tasks and responsibilities

Ability to courteously meet and deal effectively with other employees, agency representatives, vendors, contractors, the public, and others

Ability to function in a positive manner in a demanding work environment, to demonstrate a high degree of flexibility, to respond to priorities and schedules that change frequently, and to meet commitments

Physical, Mental, & Environmental Requirements

Hybrid setting job

Positions require some analysis of problems or decision-making ability

Work under moderate supervision

Well protected environment with minimal hazards or obstacles

Generally stable work schedule with minimal fluctuations without advanced notice

Supervisory Responsibilities

Positions at this level are responsible for supervision of one or more staff but will consult with supervisor, relevant programmatic leadership and HR on wage-setting and any necessary disciplinary actions.

What We Offer

IRCO is a very employee-friendly workplace and offers great benefit package to our staff:

Many flexible working arrangements and schedule

Amazing opportunity to work with people who come from all over the world

Work that helps your community

3 to 6 weeks of PTO per year

401k match of over 100% on first 5%, immediate vesting

3% match for student loans or college savings

12 Paid Holidays and 1 Floating Holiday

Medical & Dental insurance options with 90% coverage for employee AND Families, no deductibles

Employer Paid Life, Short term, and Long-term Disability Insurance

Flexible spending account

Required Engagement

Engage fully in DEIB training, recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO values and DEIB initiatives, such as active membership in an affinity group and/or joining a strategic plan workgroup.

How To Apply

1. Complete the IRCO application in our Careers Portal: IRCO Application for Employment.

2. Upload your resume and cover letter addressing your qualifications for this position IRCO Careers.

3. Visit website below:

https://recruiting.paylocity.com/recruiting/jobs/Details/2838359/IMMIGRANT-AND-REFUGEE-COMMUNITY-ORGANIZATION/Special-Programs-Coordinator

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any characteristics protected by law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.