Administrative Manager Bilingual Migrant Case Management

ORGANIZATION OVERVIEW: At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our "promote from within" culture. We offer professional development, a comprehensive benefits package, a hybrid work model with both remote and in-office work, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities. Join us in Inspiring Hope and Building Futures.

Catholic Charities of the Archdiocese of Washington values the safety of our employees, our clients, and our visitors. In support of these values, if you are selected for this job, you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are up to date with your COVID vaccinations, including the booster dose or you must request an exemption from your representative. New employees must either provide proof of vaccination or be granted a medical or religious exemption before working with Catholic Charities of the Archdiocese of Washington.

JOB SUMMARY: The Administrative Manager oversees the overall administrative flow and daily operations of the Migrant Case Management program and assists with on-site and off-site (hotel) office operations by reviewing the use and access to all spaces used by staff; responding to emergencies. Manage assets, and vehicles necessary for program functioning.

Supervisory Responsibility: Provides administrative supervision of 2-4 FTEs.

ESSENTIAL DUTIES and RESPONSIBILITIES:

1. Manage and oversee the administrative and daily operations of the Migrant Case Management program so that the program effectively and efficiently provides client services:
   1. Oversees daily administrative operations to assure client intake, scheduling, eligibility, and contribution is according to DHS rules and CC policy and procedure.
   2. Manages the agency's internal cash procedures as outlined in Procedure No. 411 (Cash Receipts and Deposits) to ensure precise collection and reconciliation of incoming cash in any form.
   3. Monitors supply, inventory, and maintenance of equipment, and maintains records as needed.
   4. Analyzes, summarizes, and reviews client demographic database to determine future program needs and collaborate in the budget proposal.
   5. Reconciles charges and payments on a weekly/monthly basis.
   6. Handles cash regularly; completes financial forms or validates a peer's work. Maintains petty cash and agency credit card.
   7. Assists in coordinating weekly, monthly, quarterly, and annually reports for an existing grant.
   8. Provides program, outputs, and finances periodical reports.
   9. Attends manager meetings internally or with partners as required.
2. Manager and oversee supervision of staff.
   1. Supervises, coaches and trains staff.
   2. Recruits and trains volunteer personnel in clinic policies and procedures using OOV procedures and register data using Better Impact.
   3. Documents staff meetings and supervision.
   4. Maintains staff files updated. Assumes credentialing and privileging role as established in CC P&P 1108 and 1109.
3. Manage customer service.
   1. Manages client satisfaction surveys.
   2. Protects client confidentiality and ensures compliance with HIPPA per policies and procedures.
4. Oversee staff office space, including CC facility maintenance and offsite remote office.
   1. Responds to emergencies in the building and coordinate activities.
   2. Reviews daily checklist for safety and cleanliness in clinics Completing work/repair orders.
   3. Serves as after-hours building manager when called: deactivates or activates the alarm; locks or unlocks gate exits, when necessary, e.g. snowstorm, emergencies.
   4. Contacts Facility Services for flooding or other related problems that need immediate attention.
5. Perform other related duties assigned.

EDUCATION and EXPERIENCE:

• Bachelor's degree in business management or relevant field.
• 2 years' experience in healthcare.
• 1 year experience working with the Immigrant Community.
• One (1) year supervisory/management experience.
  

SKILLS and COMPETENCIES:

• Ability to identify priority issues and partner with others to pursue outcomes identified.
• Respectful and sensitive towards each person's individuality and the cultural/ethnic diversity of the people served.
• Excellent verbal and interpersonal communication skills, bilingual English/Spanish.