Program Coordinator

Position Summary:

The role of the Program Coordinator is to coordinate and support the activities of case managers within Refugee Services as well as Good Shepherd Village in the delivery of effective and efficient services for families enrolled in numerous programs.

Within the Refugee team, the Program Coordinator will support Refugee Services case managers, work with community partners, attend meetings with stakeholders and service provider partners to stay up to date on information, resources, and contract requirements, and will serve as point person for day-to-day programmatic needs and client services.

Within the Good Shepherd Village team, the Program Coordinator will support Case Managers and Resident Services staff by compiling program data, preparing monthly/quarterly reports for external funders, review team data entry and documentation to ensure adherence to contract requirements, and coordinate updates to any written processes or procedures as needed.

This position will work directly with, and support, the Program Director to ensure that Refugee and Good Shepherd Village staff are provided support, training, and guidance in providing clients the highest level of services.

Principle Duties and Responsibilities:

Provide programmatic coordination for the Refugee Services and Good Shepherd Village teams:

• Maintain a strong understanding of all Refugee Services and Good Shepherd Village programs and contracts, be able to answer and direct staff in the delivery of core services.
• Coordinate Refugee Services intakes and assessments for walk-ins
• Manage inquiries regarding the program, providing both internal and external information as needed.
• Be the point of contact for coordination with other departments within the agency.
• Participate in monthly meetings for the Safety Committee and with Quality Assurance.
• Regularly check the Refugee email and Refugee Voicemail and follow-upon inquiries.

Coordinate administrative needs and office organization:

• Maintain Outlook Calendars for Refugee and Good Shepherd Village meetings.
• Provide overall office and technical support (ordering supplies, tracking equipment, organizing office space, etc.) for the Refugee Services and Good Shepherd teams, working closely with IT and Facilities departments.
• Coordinate Refugee Services client mail.

Maintain organized program data for regular reporting and contractual compliance:

• Compile data for reporting purposes and complete monthly and quarterly reporting across all programs in a timely manner.
• Assist in building, maintaining, and auditing case files (electronic and physical) across all programs.
• Train program staff on internal client databases.
• Ensure all required documentation, client files, and data comply with agency and contract requirements.
• Participate in program audits and complete follow-up actions as necessary.

Assist the Refuge Services and Good Shepherd Village Teams through other support activities:

• Collaborate with the Refugee Services team and other agency departments to facilitate access to holistic, wrap-around services to all clients.
• Serve as the primary point of contact for public donations and donation inquiries, including household goods, clothing, and other in-kind items; coordinate with donors and internal staff to ensure donations are appropriately received, documented, and stored at designated locations.
• Participate in onboarding new staff and provide orientation; help create onboarding plans for new staff.
• Organize and track participation in trainings by Refugee Services and Good Shepherd Village staff members.
• Co-manage agency-wide volunteer database, connecting volunteers with various opportunities that Catholic Charities offers, track volunteer background checks, verify volunteer hours, post/manage volunteer opportunities on website, answer volunteer questions via phone and email, attend events to promote the agency and volunteer opportunities.
• Oversee the planning, coordination, and operation of client- and community-facing groups and classes (such as ESL, job readiness workshops, and women’s sewing groups), serving as the primary point of contact for facilitators and instructors; coordinating volunteers and childcare support; and managing class preparation and logistics, including the organization of donated items used as class incentives.
• Work within a strength-based, culturally specific, and trauma-informed approach.
• Participate in trainings and coordination meetings as requested by Supervisor.
• Adherence to Catholic Charities policies and procedures.
• Perform other duties and responsibilities as assigned.

What You Bring:

Education, Certifications, and Licensure Requirements/Preferences

• Bachelor’s degree in social work, social science or related human service discipline preferred, or equivalent lived/work experience.

Experience Requirements/Preferences

• Prior experience coordinating programs, projects, teams and/or providing social services involving multiple stakeholders and complex systems strongly preferred.
• Ability to communicate concisely and effectively, both verbally and in writing English.
• Demonstrated fluency in a second language is preferred (especially with languages common in refugee populations such as Arabic, Amharic, Burmese, Farsi, Rohingya, Sango, Somali, Spanish, Swahili, Tigrinya, Ukraine and Zomi).
• Travel between sites in Portland required. Must have driver’s license, access to vehicle and ability to obtain automobile insurance at levels required by agency. 
• Ability to use Microsoft Office programs including Word, Excel, Outlook, and PowerPoint.

Background and MVR Screening:

Satisfactory results from pre-employment criminal and civil background screening required. Motor vehicle records (MVR) review required as needed.

Benefits Overview:

Competitive benefits package including health, dental, and vision plans; alternative care benefits for the employee; 100% employer paid life and long-term disability; voluntary disability and life; employee assistance program; paid time off which includes vacation time, sick time, and personal days; 13 paid holidays plus additional holiday pay for Agency closure Christmas through New Year’s; 403(b) retirement plan; free parking and more! Catholic Charities of Oregon employees may qualify for the Public Service Loan Forgiveness government-sponsored education loan repayment program. Please note these benefits are subject to change.

Equal Opportunity Employer/Veterans/Disabled:

Catholic Charities of Oregon is dedicated to promoting diversity, multiculturalism, and inclusion across our agency.  Catholic Charities of Oregon recruits, employs, trains, compensates and promotes regardless of race, religion, color, national origin, sex, gender identity, sexual orientation, genetic information, equal pay, disability, age, veteran status, and other protected status as required by applicable law.  Applicants and employees need not be Catholic.