POSITION: Eastern Oregon Site Manager
JOB CLASS; PAY GRADE: Assistant Manager/Grade 4
WAGE: Starts at $66,120 per year
LOCATION: IRCO Eastern Oregon, 723 S Oregon Street, Ontario, OR 97914
(Oregon and Idaho residents living within commuting distance are encouraged to apply)
APPLY AT: www.irco.org
FTE; PT/FT; STATUS: 1.0 FTE; Full Time with Benefits; Regular
FLSA; EEO; WC: Exempt; Professionals; 8877
PROGRAM(S): Multiple Projects (currently spans housing navigation services, employment services, youth mentoring, economic development, and early learning services)
REPORTS TO: Director of Strategy & Program Quality
OPENING DATE: May 22, 2024
CLOSING DATE: Open until filled.
REQUIREMENTS: Strong interpersonal, organizational, leadership and communication skills.
Experience managing programs and building partnerships for effective service delivery.
Familiarity with Eastern Oregon immigrant and refugee communities strongly preferred.
Familiarity with rural programs and connections with local communities in Eastern
Oregon, preferred.
Fluency in at least one other language beyond English, preferred.
Must possess a valid driver’s license and verification of current auto-insurance and have
full use of automobile during work hours.
GENERAL POSITION SUMMARY:
IRCO’s Eastern Oregon team serves diverse refugee, immigrant, and US-born communities primarily in Malheur County, with a small suboffice in Baker County. Refugee and immigrant families in the area mainly hail from Central and South America, Africa, the Greater Middle East, and Asia, and do not have access to the same level of services and support systems as in major cities in Oregon or neighboring Idaho. IRCO implements culturally responsive housing navigation services, employment services, youth mentoring, economic development, health navigation, and early learning services. As community needs arise and as new families arrive, IRCO will continue to develop our array of resources and services.
The Eastern Oregon Site Manager oversees daily operations of the Ontario office and the suboffice in Baker City and is responsible for executing organizational policies and holding staff accountable to them. The Site Manager directly supervises members of the Eastern Oregon team including Coordinators and direct services staff; and shares supervisory responsibilities with the Portland-based technical supervisors for early learning and survivor services employees based in the Ontario office.
With support from supervisor, the Site Manager is assigned program design, start up, implementation and close out responsibilities for some program areas, and leads their team to achieve the outcomes of contracts on scope, on time, on budget and to the highest level of quality, working closely with technical experts in the agency to develop and implement program models.
The Site Manager serves as the main Eastern Oregon representative for funders, internal and external stakeholders, in close consultation with supervisor and other managers. The Site Manager also builds and maintains community support through various outreach and engagement activities and fosters dialogue between IRCO and the communities we serve. The Site Manager ensures that diverse community voices are heard that community needs are understood, and that the community is updated about IRCO’s progress and any new services available.
As a member of IRCO management, the Eastern Oregon Site Manager also provides input into policy development and supports agency-wide communications and the implementation of the strategic plan. The Site Manager functions with a high degree of autonomy but consults with supervisor and other managers on major decisions and/or tasks that have an impact on the team, operations, and finances.
ESSENTIAL JOB FUNCTIONS:
PROGRAM OPERATIONS & MANAGEMENT
Oversee the daily operations of the Eastern Oregon offices, ensuring the office is welcoming, safe, trauma-informed, and meets the needs of diverse communities.
Lead team in delivering quality, trauma-informed, data-informed, culturally responsive services that center the needs of traditionally underserved communities.
Help troubleshoot day to day problems with staff, building processes and forms to support workflows.
Lead planning and implementation for all the contracts under direct management responsibility. This includes designing and creating new tools, including templates, workplans / work-production schedules, processes, logic models, annual plans, and various forms.
o Create program budgets and amend as needed through proper processes. Manage budgets, ensuring costs are allowable, allocable, necessary, and reasonable.
o Review contracts and negotiate as needed with funder. Ensure contracting process moves forward efficiently and that program staff fully understand contract expectations.
o In collaboration with the team, adapt program operations and models to evolving IRCO policies, funder requirements, context, and client needs.
o Track outputs for each project/contract and submit timely reports to funders.
o Ensure all program records and files are up to date and in compliance with best practices, IRCO and funder policies and requirements.
Approve payment vouchers, mileage forms and other IRCO documents in line with IRCO policies, funder guidelines and spending authority limits.
Ensure that staff maintain highest level of confidentiality in their daily work and filing.
Collaborate with the Development team and supervisor to design program models that are responsive to community needs, utilize lessons learned from experience and best practices from the field, and adhere to funder requirements.
Work with data and evaluation team to define outcomes, regularly assess programs’ strengths and challenges, and utilize continuous quality improvement practices.
Support subordinates with project plans, contract monitoring and compliance, meeting program goals and objectives, and narrative and data reports internally and externally.
Regularly assess reputational risk services provided in communities served.
TEAM MANAGEMENT
Provide supportive supervision to all Eastern Oregon staff, volunteers, and interns, ensuring quality service delivery for clients and equity across the team.
Foster a caring, supportive, and accountable culture.
Approve timesheets and coordinate schedules for team in alignment with agency wide practices, rules, and policies.
Conduct performance evaluations of staff under direct supervision and participate in performance evaluation of staff who have shared reporting lines with Portland-based technical supervisors.
Follow IRCO policies and work with HR on hiring and disciplinary actions when needed, in consultation with supervisor.
Provide on-boarding and ongoing professional development opportunities for staff.
Ensure consistent interpretation of IRCO policies and internal guidelines and overall Code of Conduct.
Manage day to day work of and approve timesheets for on call/casual staff, interns and volunteers, and oversee/guide Independent Contractors’ work.
This position will be a Diversity, Equity and inclusion and Trauma Informed Care Champion and will collaborate on implementing IRCO’s Equity Plan. Conduct supervision and program oversight using a strength based, TIC and DEI lens.
STRATEGY, VISION, and REPRESENTATION
Co-lead strategic visioning and development of the Eastern Oregon office
Develop and adapt an outreach and engagement plan to reach diverse communities and community leaders and oversee its implementation by the team. Prepare internal reports of community engagement efforts.
Participate in internal and external stakeholder meetings, representing Eastern Oregon and clients served, but without committing the organization.
Serve as the primary point of contact for IRCO’s Eastern Oregon programs, including with funders, directing communication to the appropriate staff as needed.
Outreach to other community-based organizations to build support for IRCO’s Eastern Oregon programs, coordinate activities and avoid duplication of services.
Contribute to the implementation of the agency strategic plan.
JOB SPECIFIC QUALIFICATIONS
Any combination of education and experience that demonstrates the ability to perform the duties of the position is qualifying. They may include:
Associate degree and/or minimum six (6) years of equivalent experience in the relevant field.
Bachelor’s degree and/or minimum of four (4) years of equivalent experience in the relevant field.
KNOWLEDGE:
Education: Bachelor's Degree (4)
Experience: 3-4 years of experience is required (4)
Additional Language Required: fluency in another language preferred, but not required.
Computers: All positions at IRCO require use of a computer and experience working with Microsoft Products including but not limited to Microsoft 365, Excel, Word, Outlook, and PowerPoint.
SKILLS:
Communication:
Regular communication inside and outside the organization to exchange ideas and gather information (5)
Creativity:
Regular need to design and develop multiple program functions (work units) and related processes and procedures (6)
EFFORT:
Mental:
There is a regular need for assessment of risk, analysis of options and decisions without complete information (5)
Physical:
Positions at this level require some physical efforts or manual labor such as lifting, carrying or constant movement. Positions with regular responsibility for driving are to be placed at least at this level (3)
RESPONSIBILITY:
Impact and Influence:
Positions at this level have an on-going impact on organization operations, program outcomes, expense or budgetary outcomes. Program and policy development, which could be significant, is also part of the job responsibilities. (5)
Work Independence:
Positions at this level are expected to work under minimal supervision. Positions regularly contribute ideas, but decisions or actions that commit the organization or which are outside established policy/procedure are expected to be referred to others (4)
Planning:
Positions at this level required refined planning and goal-setting skills. Plans must consider options and contingencies, and must include methods for handling any difficulties encountered. (4)
Supervision:
Responsible for a full range of supervisory responsibilities, including providing daily work direction, authority to hire, discipline and terminate employees, make pay adjustments, communicate performance appraisals, etc. (5)
WORKING CONDITIONS:
Environment:
There is a moderately low level of personal risk encountered. Job conditions are occasionally uncomfortable relative to noise, temperature, inside/outside work, or interactions with people experiencing crisis (3)
Schedule:
The work schedule occasionally fluctuates based on organization or customer needs. This fluctuation may occur with or without prior notice. (3)
Benefits:
We offer Medical, Dental, Life, Vision, Short- & Long-Term Disability, Sick Pay, Paid Vacation, and we match 401k.
