Special Service for Groups

Job Announcement

FLSA: Non-Exempt, Full Time Supervisor: Billing and Compliance Manager

Summary

Under the direction of the Billing and Compliance Manager, the Special Projects Coordinator will be responsible for the implementation of special projects in coordination with managers, vendors, technology companies, local government agencies and any additional collaborative as needed. They will provide oversight and direction to new and upcoming projects for SSG/HOPICS. The Special Projects Coordinator is expected to exercise discretion and independent judgment when implementing and coordinating tasks customarily and regularly for HOPICS and must have the ability to handle shifting priorities and multiple projects independently.

Essential Functions

• Serve as the primary liaison for development and implementation of specialty projects that require immediate oversight and management.
• Assist with development of scopes of work, action steps, milestones, action items, and implementation plans.
• Communicate important updates to all stakeholders.
• Coordinate and arrange discovery, planning and working meetings with vendors, HOPICS employees, program participants and other stakeholders.
• Develop an in-depth understanding of project scopes of work and particulars (i.e., timeframes, financials, outcomes).
• Report relevant documentation and information with project teams.
• Provide project management support to the HOPICS senior management team to ensure the project runs smoothly and progress is made toward the end goal of implementation.
• Coordinate internal and external communications regarding initiatives of the project and between various key decision makers and stakeholders.
• Inform the design and implementation of project workflows and support the iterative process as needed.
• Coordinate with various members of the project team and the partner to develop a timeline, create schedules, and oversee progress to make sure goals are met on time.
• Participate in project design meetings and propose improvements if necessary.
• Evaluate potential problems and technical glitches and develop solutions.
• Manage project-related paperwork by ensuring all necessary materials are current, properly filed and stored.
• Direct project correspondences by preparing and reviewing project proposals, memos, meeting minutes and emails.
• Adhere to budget by monitoring expenses and implementing cost-saving measures.
• Support division-wide projects and serve as general liaison related to the team’s priorities.
• Collaborate with various departments across the organization to execute mission- and operations-focused projects such as database overhauls and the streamlining of internal and external processes.
• Analyze processes and identify areas of improvement.
• Maintain accurate project files; collect and report data as needed for reports and evaluation.
• Prepare reports with executive summaries, detailed information, data analysis and recommendations.
• Coordinate with Operations and IT team on staffing needs, such as office relocations.
• Maintain knowledge of trends, best practices and new technologies in the field of project management and submit suggestions for how this knowledge can be applied to the organization’s operations and direct services departments.
• Perform duties based on professional practice with State/ Federal Government contracts and grants.
• Submit weekly and monthly reports in a timely manner.
• Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values.
• Attend in all mandatory program and division meetings and trainings, as assigned by their supervisor, associate director and division director.
• Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS Core Values.
• Represent the Agency in a professional manner at meetings and community events.
• Maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2 and other funding requirements for audit purposes.
• Some evenings and weekends may be required.
• Utilize office equipment to file, copy, fax, scan.
• Regular attendance required.
• Other duties as needed.
• Perform other duties as assigned by Billing and Compliance Manager.
• Some evenings, overtime, holidays and weekends may be required.

Minimum Qualifications - Knowledge, Skills and Abilities Required

• Bachelor’s Degree from an accredited college or university.
• Minimum of three to five years of project management or administrative specialist experience working in a non-profit or social service environment.
• If in recovery, a minimum of three (3) years of being drug and alcohol free is required.
• Knowledge of basic filling structure, ability to organize and manage multiple priorities.
• Ability to do concise documentation and effectively communicate in written and verbal form.
• Experience working with homeless families and the ability to work with clients from diverse culture, ethnic and socio-economic backgrounds.
• Neat and professional appearance.
• Attention to detail and punctuality are required.
• Sound judgment and problem-solving skills.
• Customer-focused attitude, with high level of professionalism and discretion
• Proficiency with MS Office Suite, Google Drive and Internet.
• Excellent communication skills, oral and written
• Excellent organizational skills and attention to detail
• TB test required (Not more than (3) months prior to or (7) days after Date of Hire, and renewed annually thereafter),
• CPR and First Aid certification required.

Mandatory Covid19 Vaccination Requirement

• COVID-19 Vaccination Required: All staff is required to be fully COVID-19 vaccinated and to submit vaccination records to the HR Department during new hire orientation. 
• Fully COVID-19 vaccinated (2 weeks from last vaccination dose to be considered fully vaccinated)
• Negative COVID-19 Test: All new staff must provide a negative COVID-19 test. PCR test results can be submittedprior to the first day of employment to recruitment@hopics.org. Rapid antigen tests are also acceptable; however, they will be performed onsite to verify results.
• Maintain and uphold Agency mission statement, values, policies, procedures, and principle

Supervisory Responsibilities

This position does not require supervision responsibilities.

Environmental Conditions (Working Conditions)

This position in responsible to work in “client friendly” environments and may be required to visit other locations and partner agencies. There is some responsibility to work in noisy environments where children and unstable adults are few to talk loud and expressive. Work conducted in an office setting.

Physical Requirements

The Special Projects Coordinator typically spends time sitting, standing, typing, writing, walking, carrying (max .25lbs), listening, and speaking. Driving required as needed.

Mental Requirements

This position will require the individual be able to handle any/all of the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules to be able to process information, think and conceptualize.

Special Service for Groups is an Equal Opportunity/Affirmative Action Employer