National Community Renaissance
Operational Specialist - Permanent Supportive Housing (PSH) projects
National Community Renaissance, Rancho Cucamonga, California, United States, 91730
Operational Specialist
The Operations Specialist is a unique role that supports the Permanent Supportive Housing (PSH) through initial lease up and ongoing quarterly check ins as well as property management operations support. This role is responsible for following the PSH coordination framework, which ensures development projects with PSH allocated units, are seamlessly coordinated through the lease up process and any required need to facilitate smaller group meetings to ensure deadlines are met as collective team. After the lease up process is completed, the role continues to ensure operations are functioning for each new PSH community through scheduled quarterly PSH check in meetings. The quarterly meetings are a higher-level meeting ensuring to document successes, challenges and again, supports organizing any additional meetings required to meet the needs of the site. Additionally, this role will include time spent training key staff on what their role is in the lease up and how to be prepared to report out on any data that is needed for the meetings. This may include explaining how the data will be used on the required reports to coach for improvements and if there are staffing changes. The Operations Specialist maintains a direct reporting relationship with the Director of PSH /Resident Services & Senior Vice President of Property Management but also works closely. The weekly work schedule is shared and then divided to an estimated 60% PSH coordination (Tuesday-Thursdays) and 40% reporting-general supports for Property Management (Mondays and Fridays). At times, this may be altered but in general both areas of focused will be mostly aligned with those noted days. Responsibilities The Operations Specialist is responsible for being a well-organized expert, versed in PSH coordination framework that includes any PSH associated development, property management and social services with a PSH development. More specifically, to support efficiency and workflow, this role is facilitating the Lease up (pre/post), quarterly meetings and any other meetings for PSH developments sites. Also, support various teams to ensure they understand processes and key approaches. Additionally, this role is key for supporting the Property Management Department on various reports and other administrative duties as assigned that support overall operations. Qualified candidates will possess the following competencies: Lease up & Ongoing Operations Coordination (75%) Ensure you remain fully abreast to all compliance requirements associated with the funder's reporting by attending all trainings and meetings. Develop a reporting structure with the Director of PSH that is most efficient, accurate and has ways to prompt preparation of data in advance to avoid last minute chaos. (e.g. Smartsheet can automatically reminds person responsible) Work with each party responsible for specific content for a report so they are clear on what is expected and deadlines. After each meeting circulate final draft of all minutes to the attendees of the meeting or check in. This also includes ensuring that key lease up documents for the group are circulated as received. For corrections on minutes, documents and or project directory ensure they are met with swift responsiveness and follow through. Also, asking for additional clarity and trainings as needed. Track progress of all reports, PSH lease ups and be ready to provide status reports to the team on where everyone is at for each. Other duties as necessary. Relationship Management/Supports & Quality Assurance (15%) Educate and support PSH related stakeholders including but limited to property managers, social services, funders and external city/ county partners. This may be achieved through one-on-one mini overviews and coaching for new staff assigned to projects. Provide updates to your team on the status of PSH lease ups, ongoing operations (quarterly check ins) and follow up with who is responsible for what areas to ensure all understand deadlines and areas of focus. At minimum, annually, review and identify areas of growth to improve the processes for completing: PSH lease ups & quarterly check ins (meetings and tracking) and other related tasks assigned. PM reporting and other related tasks assigned. Attend all associated project meetings as assigned to ensure you are up to date on all requirements and echo this information via micro trainings for the teams contributing to reporting and or billing. Run assigned meetings as assigned including taking detailed and accurate minutes with action items for attendees clearly dedicated. This includes of tracking attendance to some required meetings. Provide regular reports of activities and events and maintain documentation in line with compliance regulations for property management and the PSH Coordination Framework. This includes self-auditing regularly to ensure work meets your roles and responsibilities. Ensure to support development/ funder objectives or deadlines are met and team lead are continuously kept informed on changes and deadlines. Develop and maintain positive professional relationships with funders whom you know through the lease up meetings and quarterly check ins. Ensure all key stakeholder emails are responded to and addressed with efficiency and accuracy. Work closely with Sr. VP of PM/Supervisor/ Director of PSH to attend all relevant meetings so you can be introduced and connect with key people and entities associated with current workload. Support internal annual trainings (PSH bootcamp) focused on core modalities such as Trauma Informed Care (TIC), Motivational Interviewing (MI), Harm Reduction and other applicable professional development opportunities. Other duties as necessary. Property Management (5%) Attend weekly check-in meeting with SVP of Property Management to obtain updates on pending projects. Assist the SVP of Property Management with due diligence items for in service properties that National CORE is acquiring. Assist SVP of Property Management with regular check-ins with Regional Managers and creating a data tracking system for Annual Recerts and Vacant Units. Attend all property walks with SVP of Property Management and follow up with any pending items observed during walk. Assist SVP of Property Management with any special projects that may arise such as: Attend company sponsored events that relate to the development of the Team. Administrative and Reporting General PM Reporting Relocation Support (Admin only) Other duties as necessary. Professional Development (5%) Ensure both internal and external trainings are completed regularly to maintain a relevant level of funder/program compliance and knowledge ongoing. Participate in internal annual trainings (PSH bootcamp) focused on core modalities such as Trauma Informed Care (TIC), Motivational Interviewing (MI), Harm Reduction and other applicable professional development opportunities. Other duties as necessary. Skills & Qualifications Demonstrated track record and passion for working with projects that serve vulnerable populations and dynamic structures/ partnerships. History and knowledge of the PSH Coordination Framework for lease up and ongoing monitoring of PSH associated projects. Excellent organizational and document management skills. Ability to work cooperatively and collaboratively with other HOPE staff, National CORE staff, funders, property management and third party service providers. Ability to communicate effectively and demonstrate sensitivity to others. Ability to write clear, grammatically correct administrative tasks including but not limited to: professional emails to internal and external stakeholders, meeting minutes, reports, and narratives. Ability to use Outlook, Word, Power Point, Excel and other basic computer software programs. Demonstrated ability to work independently and as part of a team. Knowledge (experience preferred) of data systems such as Yardi (Property Management/ vendor), Homeless Management Information System (HMIS), and Family Metrics (Residential Services), is strongly preferred. Mandatory Requirements Relevant experience working within supportive housing development projects and social services associated billing and reporting. Be able and willing to work flexible hours which may include evenings or weekends. Have reliable transportation and: A valid driver's license Auto Insurance Successfully complete the following as a condition of hire: Tuberculosis Test Background Screening Drug Test Physical Requirements/Work Environment Exposure to various types of weather conditions. Sitting, walking Driving May include lifting up to 20 pounds. Operate computer and office equipment. F
The Operations Specialist is a unique role that supports the Permanent Supportive Housing (PSH) through initial lease up and ongoing quarterly check ins as well as property management operations support. This role is responsible for following the PSH coordination framework, which ensures development projects with PSH allocated units, are seamlessly coordinated through the lease up process and any required need to facilitate smaller group meetings to ensure deadlines are met as collective team. After the lease up process is completed, the role continues to ensure operations are functioning for each new PSH community through scheduled quarterly PSH check in meetings. The quarterly meetings are a higher-level meeting ensuring to document successes, challenges and again, supports organizing any additional meetings required to meet the needs of the site. Additionally, this role will include time spent training key staff on what their role is in the lease up and how to be prepared to report out on any data that is needed for the meetings. This may include explaining how the data will be used on the required reports to coach for improvements and if there are staffing changes. The Operations Specialist maintains a direct reporting relationship with the Director of PSH /Resident Services & Senior Vice President of Property Management but also works closely. The weekly work schedule is shared and then divided to an estimated 60% PSH coordination (Tuesday-Thursdays) and 40% reporting-general supports for Property Management (Mondays and Fridays). At times, this may be altered but in general both areas of focused will be mostly aligned with those noted days. Responsibilities The Operations Specialist is responsible for being a well-organized expert, versed in PSH coordination framework that includes any PSH associated development, property management and social services with a PSH development. More specifically, to support efficiency and workflow, this role is facilitating the Lease up (pre/post), quarterly meetings and any other meetings for PSH developments sites. Also, support various teams to ensure they understand processes and key approaches. Additionally, this role is key for supporting the Property Management Department on various reports and other administrative duties as assigned that support overall operations. Qualified candidates will possess the following competencies: Lease up & Ongoing Operations Coordination (75%) Ensure you remain fully abreast to all compliance requirements associated with the funder's reporting by attending all trainings and meetings. Develop a reporting structure with the Director of PSH that is most efficient, accurate and has ways to prompt preparation of data in advance to avoid last minute chaos. (e.g. Smartsheet can automatically reminds person responsible) Work with each party responsible for specific content for a report so they are clear on what is expected and deadlines. After each meeting circulate final draft of all minutes to the attendees of the meeting or check in. This also includes ensuring that key lease up documents for the group are circulated as received. For corrections on minutes, documents and or project directory ensure they are met with swift responsiveness and follow through. Also, asking for additional clarity and trainings as needed. Track progress of all reports, PSH lease ups and be ready to provide status reports to the team on where everyone is at for each. Other duties as necessary. Relationship Management/Supports & Quality Assurance (15%) Educate and support PSH related stakeholders including but limited to property managers, social services, funders and external city/ county partners. This may be achieved through one-on-one mini overviews and coaching for new staff assigned to projects. Provide updates to your team on the status of PSH lease ups, ongoing operations (quarterly check ins) and follow up with who is responsible for what areas to ensure all understand deadlines and areas of focus. At minimum, annually, review and identify areas of growth to improve the processes for completing: PSH lease ups & quarterly check ins (meetings and tracking) and other related tasks assigned. PM reporting and other related tasks assigned. Attend all associated project meetings as assigned to ensure you are up to date on all requirements and echo this information via micro trainings for the teams contributing to reporting and or billing. Run assigned meetings as assigned including taking detailed and accurate minutes with action items for attendees clearly dedicated. This includes of tracking attendance to some required meetings. Provide regular reports of activities and events and maintain documentation in line with compliance regulations for property management and the PSH Coordination Framework. This includes self-auditing regularly to ensure work meets your roles and responsibilities. Ensure to support development/ funder objectives or deadlines are met and team lead are continuously kept informed on changes and deadlines. Develop and maintain positive professional relationships with funders whom you know through the lease up meetings and quarterly check ins. Ensure all key stakeholder emails are responded to and addressed with efficiency and accuracy. Work closely with Sr. VP of PM/Supervisor/ Director of PSH to attend all relevant meetings so you can be introduced and connect with key people and entities associated with current workload. Support internal annual trainings (PSH bootcamp) focused on core modalities such as Trauma Informed Care (TIC), Motivational Interviewing (MI), Harm Reduction and other applicable professional development opportunities. Other duties as necessary. Property Management (5%) Attend weekly check-in meeting with SVP of Property Management to obtain updates on pending projects. Assist the SVP of Property Management with due diligence items for in service properties that National CORE is acquiring. Assist SVP of Property Management with regular check-ins with Regional Managers and creating a data tracking system for Annual Recerts and Vacant Units. Attend all property walks with SVP of Property Management and follow up with any pending items observed during walk. Assist SVP of Property Management with any special projects that may arise such as: Attend company sponsored events that relate to the development of the Team. Administrative and Reporting General PM Reporting Relocation Support (Admin only) Other duties as necessary. Professional Development (5%) Ensure both internal and external trainings are completed regularly to maintain a relevant level of funder/program compliance and knowledge ongoing. Participate in internal annual trainings (PSH bootcamp) focused on core modalities such as Trauma Informed Care (TIC), Motivational Interviewing (MI), Harm Reduction and other applicable professional development opportunities. Other duties as necessary. Skills & Qualifications Demonstrated track record and passion for working with projects that serve vulnerable populations and dynamic structures/ partnerships. History and knowledge of the PSH Coordination Framework for lease up and ongoing monitoring of PSH associated projects. Excellent organizational and document management skills. Ability to work cooperatively and collaboratively with other HOPE staff, National CORE staff, funders, property management and third party service providers. Ability to communicate effectively and demonstrate sensitivity to others. Ability to write clear, grammatically correct administrative tasks including but not limited to: professional emails to internal and external stakeholders, meeting minutes, reports, and narratives. Ability to use Outlook, Word, Power Point, Excel and other basic computer software programs. Demonstrated ability to work independently and as part of a team. Knowledge (experience preferred) of data systems such as Yardi (Property Management/ vendor), Homeless Management Information System (HMIS), and Family Metrics (Residential Services), is strongly preferred. Mandatory Requirements Relevant experience working within supportive housing development projects and social services associated billing and reporting. Be able and willing to work flexible hours which may include evenings or weekends. Have reliable transportation and: A valid driver's license Auto Insurance Successfully complete the following as a condition of hire: Tuberculosis Test Background Screening Drug Test Physical Requirements/Work Environment Exposure to various types of weather conditions. Sitting, walking Driving May include lifting up to 20 pounds. Operate computer and office equipment. F