Program Manager
Rebuilding Together San Francisco - San Francisco, CA

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POSITION SUMMARY

About Rebuilding Together:

Rebuilding Together is a growing national nonprofit organization with over 200 chapters in United States. Rebuilding Together's mission is to preserve affordable housing by bringing volunteers and communities together to rehabilitate the homes of low-income homeowners. We are a dynamic and growing grassroots nonprofit organization that helps thousands of homeowners have safe and decent housing by repairing their homes free of charge. Last year, Rebuilding Together celebrated rebuilding over 100,000 homes in the past twenty years.

The PROGRAM MANAGER works under the supervision of the Program Director to execute all RTSF programs by managing all aspects of client communication and service, case management, volunteer placement, coordination and recognition, service- related public and private agency contracts, vendor relationships, event-related partnerships, warehouse supplies, materials, and equipment.

PRIMARY RESPONSIBILITIES

Client Communication and Service Management
  • Responsible for all processing of client applications
  • Responsible for creation, maintenance and storage of case files
  • Manage all correspondence with clients including application acknowledgements, status updates, scope of work agreements, surveys, referrals to other organizations, introduction and reminder notices, etc.
  • Ensure accurate monthly, quarterly and annual client and volunteer reporting is captured, analyzed, and distributed
  • Manage all post-project punch-list follow-up and completion
Volunteer Management
  • Manage details of the volunteer experience (i.e. proper forms, t-shirts, lunch, etc.)
  • Generate and send email reminders to volunteers during project planning phase
  • Together with PD, foster a pool of skilled volunteers, recruit and match them onto projects
  • Assist in planning, organizing and leading volunteer projects as necessary
  • Provide ongoing support and appreciation for all volunteers
  • Coordinate creation and updating of master contact lists for all volunteer projects
  • Process all invoices and reimbursement requests submitted by Project Leads and Volunteer Captains
  • Track volunteer participation and hours through Salesforce database
  • Manage training, monitor performance and execute recognition plan for home safety installer, phone screen, and office volunteers
  • Manage the scheduling of Home Safety, phone screen, and office volunteers
  • Coordinate Volunteer event planning and execution for Kick Off, Annual Vol. Appreciation party, Survey-O-Thon or other similar events including but not limited to invite target list, venue reservations, hospitality, guest speakers
Paid Contractor and Vendor Management
  • Coordinate all paid subcontractors from estimating through invoicing
  • Manage relationships with client service-related vendors and partners such as Recology, Bayview Green Waste, Beronio Lumber, Discount Builders, Kelly Moore, Cole Hardware, Swords to Plowshares, etc.
  • Coordinate all aspects of project sites including deliveries, appliance purchases, trash removal, recycling, portapotties etc.
Public Agency Contract Management
  • Oversee special processing of referrals from CHIPPS, Meals on Wheels and other contracting agencies
  • Oversee creation and maintenance of service records, including client communication and records
  • Responsible for the accurate and timely submission of service reporting and invoices for client service contracts
  • Manage compliance with agency contracts by attending required trainings or securing required certifications
Program Management
  • Prepare agendas for weekly Program Meetings including additions from other staff members and share in meeting leadership responsibilities jointly with Program Director
  • Maintain, update and distribute the annual Program Calendar
  • Work within all year-round and event-based program budgets, provide project budget reports as requested
  • Manage all warehouse inventory, ordering and organization
  • Coordinate in-kind donor tracking and acknowledgements together with Development Manager
  • Manage special requirements of grant and foundation-funded projects
  • Manage special requirements of SFUSD projects including securing permits and special waivers
  • Coordinate building and/or parking permit processes needed to complete projects
  • Maintain relationships with referring entities and agencies including social workers/case managers, community advocates, and senior center representatives, oversee the planning and execution of an annual social worker luncheon
Supervision and Accountability
  • Manage assigned AmeriCorps Members for duration of their term and participate in the interviewing and hiring process
  • Participate in AmeriCorps orientation, trainings, and recognition activities
Strategy/Planning
  • Work with PD to establish, implement and monitor annual Program goals and budgets
  • Provide PD with regular updates of program activities
  • Help evaluate program impact and effectiveness
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
  • Minimum five years of accumulated experience in project management, program management, construction management, volunteer management or case management
  • Significant attention to detail and follow-through; ability to work on multiple tasks in a busy work environment
  • Strong customer service mindset and proven ability to lead, manage and work with people from diverse backgrounds
  • Ability to be flexible and adaptable and maintain professional decorum under stress
  • Ability to work in a fast paced, open, team-oriented, casual office setting
  • Strong written and oral skills, including some public speaking experience
  • Knowledge of, or the ability to quickly grasp, San Francisco neighborhoods and services
  • Competency using Microsoft Outlook, Excel, Word and Salesforce or comparable contact management database
  • Ability to work a flexible schedule, including some evenings and weekends
  • Valid California driver's license and confidence in driving a pick-up truck
  • Comfortable working in a warehouse environment and on construction job sites
  • Ability to lift at least 65 pounds
PREFERRED KNOWLEDGE, SKILLS AND ABILITIES
  • Previous experience serving low-income communities
  • Understanding of nonprofit sector and working with the elderly
  • Familiarity with home repair, construction and/or aging in place
  • Previous experience working with volunteers, low-income residents and nonprofit staff
  • Knowledge of San Francisco and local construction professionals and material suppliers
  • Trained in forklift safety and operation
  • Bilingual skills a plus (Spanish and Chinese)
COMPENSATION AND APPLICATION INFORMATION This full-time position offers health, dental and vision insurance, vacation, paid holidays, sick leave, 403(b) plan, and other generous benefits. Rebuilding Together San Francisco will provide equal employment opportunity without regard to race, color, gender, age, disability, religion, national origin, marital status, sexual orientation, ancestry, political belief or activity, or status as a veteran.

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