SCSEP Program Director

Operation ABLE of Greater Boston, Inc.

174 Portland Street

Boston, MA 02114

Phone: 617.542.4180

FAX: 617.542.4187

www.operationable.net

ORGANIZATION: Operation ABLE of Greater Boston, a 501c(3) organization, is the only workforce development organization in the region that targets its services to meet the needs of the mature worker. The agency’s mission is to provide employment and training opportunities to job seekers of all ages with a priority of serving the mature worker. ABLE is equally committed to service Massachusetts employers by providing well-qualified candidates to meet their employment needs and by training employees so they can be as productive as possible at their jobs.

 

The Senior Community Services Employment Program (SCSEP) is a Department of Labor funded community service training program for economically disadvantaged adults 55yrs or older. Program participants receive a training stipend equal to the state minimum wage while assigned part time to a local 501 (c) (3) non-profit organization or government agency.  Participants have the opportunity to enhance their job skills and gain current work experience as they pursue unsubsidized employment opportunities during the program period.  Operation ABLE administers the SCSEP program in Essex, Middlesex, Suffolk, Norfolk, and Worcester Counties in Massachusetts and in most of New Hampshire.   

Administration/ Operations Management

 

·         Has direct accountability for contract performance. Manages ongoing contract activities to ensure that all contractual obligations are being met. 

·         Responsible for meeting/exceeding all expected performance outcomes both for the program and in the specified regions/counties. Monitors performance and develops remedial action as necessary.

·         Manages and oversees full, timely contract implementation including staffing, systems design and development. 

·         Manages and prepares periodic contract reporting and ensures that reports are submitted to funders in a timely fashion.

·         Serves as primary outside liaison with contractors.

·         Consistently uses satisfaction surveys and other methods to gauge level of participant and host agency satisfaction.  

·         Develops customized reports used to gauge effectively of systems, services, and programs.

·         Develops and maintains knowledge of program orientation and training content. Ensures that both participant and staff trainings are offered on a regular basis.  

·         Informs management staff of funding possibilities and requests for proposals as well as proactively seeking out opportunities to fund new and/or current programs with public or private support. 

·         Plans staffing and implementation strategies for new services and programs, within timeline and budget.

·         Develops service options to market to employers and funders.  Provides oversight for curriculum development for training-related projects.

 

Staffing and Supervision

·         Recruits, interviews and screens Regional Managers. Recommends for hire to the CEO and CPO. 

·         Trains, develops and supervises Regional Managers.  Provides regular supervision and develops performance expectations and annual performance evaluations.  Monitors the achievement of performance expectations, in accordance with SCSEP goals and outcomes, and takes remedial action where necessary. (Recommends for hire to the CEO and CPO)

·         Ensures program managers and staff are meeting programmatic and contract requirements. 

·         Establishes satellite offices within regional area(s) and hires SCSEP participants to serve as support staff in these offices. Priority assignments include Program Assistants; Bookkeepers/ Payroll staff; IT support staff; and Office Administrators.  

·         Schedules and conducts SCSEP orientations to new Regional Managers, SCSEP staff and Program Assistants. 

·         Implements and delivers ongoing training sessions to SCSEP staff and participant staff around a variety of subjects to ensure all member of SCSEP team are familiar with program regulations and policies as well as ensuring all participants receive quality case management and employment services

·         Provides SCSEP staff and Program Assistants with subject matter expertise in rules and regulations of the SCSEP Program.

·         Anticipates problems and maintains contact with training sites for issues regarding participants. Is proactive in checking in with SCSEP staff and SCSEP Program Assistants about progress at training sites, other adjustments and “on-the-job” problems.  Serves as resource for SCSEP Program Assistants; troubleshoots as necessary for support and auxiliary services.

Reporting and Data Management

·         Ensures that the SCSEP client database SPARQ) and data collected are accurate, coordinated and meet quality standards set by DOL.  Ensures that all SPARQ data entry and reporting are completed by scheduled DOL deadlines. Ensures correct data goes to point people overseeing payroll, case files, reporting, along with management staff. 

·         Prepares and submits required quarterly activity and performance reports to state and federal project managers. 

·         Monitors recently employed participants and ensures that required follow-up reporting is executed and completed. Tracks data and prepares reports as needed to describe program performance to funding organizations, employers, WIOA partners, and community-based organizations.   

·         Prepares and submits other required reports to funders including equitable distribution, minority representation, and participant wage and benefits spending.  

·         Reviews management reports and validation/data integrity reports. Makes systems or data collection changes as needed.

·         Ensures that all SPARQ errors and rejects are corrected and submitted within established timelines. 

·         Coordinate and provide training to staff (including participant staff) to ensure all have capacity to effectively utilize essential functions on SPARQ.  

·         Works with Chief Financial Officer (CFO) and Chief Program Officer (CPO) to prepare annual budgets and ensure that budgets are accurate, timely, and in balance.    

·         Monitors program budgets with an understanding of direct and indirect costs and allocated expenses.  

·         Monitors participant wage and fringe spending on a biweekly basis to ensure spending is on track and following budget specifications. 

·         Works with CPO and CFO to adjust participant hours if spending is over or under budgeted expectations. 

·         Works with Chief Program Officer (CPO) and CFO to prepare budget modifications in a timely fashion in order to re-capture all revenue and to reflect actual expenses.

·         Recognizes the importance of risk management. Ensures that participants follow grievance procedures as stated in ABLE SCSEP Participant Manual. 

·         Ensures that SCSEP is fully integrated into all ABLE activities and programs.  Demonstrates a strong understanding of ABLE programs and services; meets regularly with ABLE Senior Staff to maximize availability to SCSEP participants; and works closely with staff to develop programs and services that serve and benefit all ABLE clients including SCSEP participants. 

·         Participates in all agency initiatives and activities so that SCSEP services, staff and participants are fully represented and acknowledged.      

·         Develop and maintain strategic alliances and collaborations with other community based organizations, workforce development agencies, and educational institutions in order to represent the agency and sustain the ABLE mission.

·         Represent SCSEP, either directly or by a designee, and Operation ABLE at program and partner/regional meetings.  Goal will be to build capacity of Regional Managers and other staff to take on this role as well. 

 

·         Provides outreach and information and serves as a liaison to employers to build strong working relationships for the purpose of placing participants in employer training sites and permanent employment.  

·         Engages employer participation through job postings, mock interviews, training sites, job development and placement of SCSEP participants. 

·         Conducts outreach visits to employers, researches their needs, and offers appropriate referrals to meet their staffing needs. Major focus will be the development of OJE (On the Job Experience) arrangements.

·         Serves as liaison and troubleshooter during host agency training, hiring, orientation process of new employee and post-placement services.

·         Participates in all Employer Advisory Committee (EAC) meetings. Works with staff to recruit guest speakers and arrange for participants to have mock interviews with EAC members and other employers.

·         Provides assistance to Regional Managers and Program Assistants in the coordinating of company tours, trips to Career Centers and attendance at job fairs. 

·         Encourages and provides opportunities for staff to develop skills in building and enhancing employer partnerships. 

 

·         Responsible for development of marketing strategies and the identification of key customers for targeting/outreach.

·         Serves as a liaison with staff at the MassHire Career Centers and other recruitment sources. Maintains ongoing contact to create and nurture applicant flow from the career centers and other referral agencies in the ABLE Network

·         Actively participates in WIOA partnerships, attends meetings and reports back to management and program staff. 

·         Attend community events and meetings to represent the program and the partnership.  Pursues opportunities to further the agency/program mission and represents agency on various boards and advisory committees.   

·         Attends and participates in WIB activities and meetings. Engages as member of regional Workforce Investment Boards (WIBs) when possible. 

·         Ensures that marketing to and recruitment of area Host Agencies is ongoing and is effective in meeting the placement needs of new and current program participants.

·         Maintains and develops relationships with agencies and organizations providing 

support and auxiliary services needed by SCSEP participants. 

·         Coordinates outreach and recruitment activities with other ABLE services and programs. 

 

 

The ideal candidate will have: 

·         A minimum of five years of work experience managing a human resource department or business unit with a preference for candidates with experience in workforce development/adult education.  

·         Demonstrated management skills and the ability to provide leadership and coaching to regional teams and supporting staff.  

·         Experience in building relationships with low income constituents of diverse socio-economic backgrounds.

·         A commitment to meeting and exceeding the goals of the Commonwealth of MA, the MA Executive Office of Elder Affairs, and the US Department of Labor. 

·         A commitment to building and maintaining a quality team and establishing “bench strength” so that all staff are have the skills, confidence, and ability to meet the growing demands and responsibilities of the program. 

·         Personal and professional accountability along with the motivation to build a sense of responsibility and motivation among the staff. 

·         Good writing and presentation skills  

·         Excellent MS Office and database application skills 

·         The ability and interest in working with diverse individuals and those with barriers to employment. S/he will promote and value the benefits of diversity.

 

In addition, the ideal candidate will be: 

·         Self-directed, able to work on own with minimal supervision 

·         Responsive and accurate with a strong attention to detail 

·         A team player, enjoys working with fellow staff and experienced in team facilitation 

·         Mature, enthusiastic and possesses excellent communication and interpersonal skills

·         Flexible, have a good sense of humor, and be able to get and stay organized

 

Education:  College degree required but could be waived if candidate has 10+ years of management experience in a related position   

 

 

careers@operationable.net

 

Operation ABLE. of Greater Boston, Inc.

174 Portland Street 

Boston, MA 02114

Phone: 617.542.4180

FAX: 617.542.4187