Manager: Interim Housing Program (2nd shift)

Position Title: Interim Housing Manager (2nd shift)

Status: Full Time (Exempt); On-site

Supervised By: Interim Housing Senior Program Manager

Supervises: Interim Housing Program Staff & Safety Coordinator (2nd shift), Interim Housing Cooks, Substitutes

Department: Program (Interim Housing)

Work Schedule: Tuesday - Saturday (3 pm - 11 pm). Set schedule is required but specific days and times can be tailored slightly to fit candidate's availability. Set schedule must include at least one weekend day. This position is performed fully on-site.

About us: Sarah's Circle is a non-profit organization working to end homelessness for women in Chicago. Located in Uptown, Sarah's Circle has provided support for thousands of women since 1979.

This position works in the Interim Housing Program which is a 50-bed overnight facility that provides 24-hour access to supportive services. It is designed to transition women into permanent housing as quickly as possible.

Please note: Sarah’s Circle provides homeless services to women ages 18 and above. Due to the nature of this position, only female applicants will be considered for this role. Applicants of all genders are welcome to apply to many positions within our organization, including similar Program Staff roles at our Daytime Support Center. View currently open positions at https://sarahs-circle.org/employment-opportunities/.

Summary

The Manager is responsible for overseeing daily operations of the Interim Housing (IH) Program during the 2nd shift, ensuring that services foster a safe, trauma-informed environment with a Housing First approach. Additionally, the Manager is responsible for multiple operational functions that contribute to the success of the Program as a whole, including: food programing services, scheduling management for front line staff, and management of substitutes.

The Manager uses team building, coaching, and conflict resolution skills to equip front line staff to address client concerns and resolve client conflicts, stepping in to mitigate issues as needed. This position also supervises the Cooks and is responsible for food ordering, inventory, and oversight of kitchen cleanliness. The Manager is responsible for creating and managing the shift schedule across all shifts for front-line staff and cooks, as well as for recruiting and training substitutes. This position works collaboratively with the IH Senior Program Manager to maintain and establish policies and protocols that are aligned with Sarah’s Circle’s commitment to providing services “in a non-intrusive setting which respects each individual’s privacy and fosters change by nurturing the women’s own sense of worth and individual dignity.”

Responsibilities

Program Management

• Together with the Senior Program Manager, ensure quality delivery of all physical services
• Work collaboratively with the Senior Program Manager to develop program policies that maintain both safety and flexibility. Ensure Staff follow the applicable policies and protocols to maintain consistency with the other shifts.
• Train and coach front line staff to respond to client related concerns and conflicts. Manage client issues when they are escalated by front line staff. Assist in the client grievance process.
• Manage conflict resolution as needed, with both clients and staff.
• Respond to any emergencies that occur during 2nd shift, taking the lead in de-escalating the situation, contacting emergency personal if needed, and communicating with IH Program Management
• Lead incident debriefs when requested by Staff; complete debrief section of incident report form.
• Hold regular 2nd shift Staff meetings, ensuring Staff are aware of Program and agency updates and communications.
• Provide weekly supervision to all direct reports and document accordingly, including annual performance evaluation.
• Oversee disciplinary process for assigned staff, including drafting Corrective Action Forms and Performance Improvement Plans, when necessary, in coordination with the Senior Program Manager
• In collaboration with Human Resources, recruit individuals to serve as substitutes when Program Staff and/or Cooks are unable to work. On-board and train substitutes on program policies and protocols, maintain regular communication with them regarding opportunities to cover shifts, and promptly address any concerns regarding attendance or conduct.
• In conjunction with the Senior Program Manager, maintain a daily schedule for Program Staff that includes setting aside time to check email (daily) and participate in training prior to deadlines.
• Identify training needs for Program Staff and monitor for completion of training
• Ensure availability of all supplies Program Staff need for the continual maintenance of services, including supplies requested by clients
• Submit work orders to Facilities when Program Staff or Cooks report a maintenance need
• Maintain awareness of scheduled volunteers and activities and ensure readiness of Program Staff and Cooks

Scheduling Management

• Create and manage the shift schedule for Program Staff and Cooks, maintaining 24/7 coverage of the Program with minimally two Program Staff scheduled per shift. Coordinate coverage of open shifts by communicating with staff and substitutes regarding coverage needs.
• Participate in the emergency coverage plan, including covering shifts when needed, in collaboration with the rest of the IH management team.

Food Programming

• Oversee food ordering, delivery and inventory management
• Supervise Cooks and related meal planning, including food storage and preparation. Ensure Cooks prepare meals in a timely manner and that meals are provided if the Cook is absent.
• Ensure that the kitchen, refrigerators, freezers, pantries, and food equipment are maintained in a clean and organized manner in accordance with sanitation guidelines
• Coordinate acceptance of donated food and the arrival of volunteers involved in meal preparation in conjunction with the Senior Program Manager.
• Maintain readiness for inspections.
• Ensure that all staff involved in meal preparation maintain the required certificates and licensures and that required licensures are posted. Assist Staff in navigating the certification/licensure process.

Administrative

• Monitor Incident Reports and Shift Reports for completion and thoroughness, requesting revisions if necessary
• Manage client roster, ensuring accuracy and monitoring for bed availability to be reported to the Salvation Army
• Ensure accurate completion of reports and data collection as requested by the Senior Program Manager
• Perform other duties, as assigned by supervisor

Attendance at Required Meetings

• Supervision (weekly)
• IH Management Team Meetings
• All Staff meetings
• Program Committee Meetings as requested
• Sarah’s Circle events including Winter Walk, as requested.

Qualifications

Education

• Bachelor’s degree in social service or related field OR commensurate and applicable work experience.
• Required to obtain/maintain Food Service Manager Certification and City of Chicago License
  • If not already certified, Sarah’s Circle will pay the cost for a Food Service Manager Certification course, a Food Manager exam fee, and the application fee for the City of Chicago license. Employee is responsible to complete the course and pass the exam within 90 days of hire and to apply for the Chicago license within 120 days of hire.

Job Experience

• 3 - 5 years’ job experience and/or knowledge of issues surrounding homelessness preferred, including working with individuals who are homeless and/or struggling with mental illness, substance abuse, or a history of trauma.
• 2 year’s job experience in kitchen management preferred, including inventory, food ordering, and oversight of kitchen cleanliness
• 2 years of supervisory experience preferred
• Previous job experience managing employee scheduling across multiple shifts preferred.

Special Knowledge and Skills

• Excellent team building, coaching, and conflict resolution skills
• High attention to detail
• Ability to analyze processes, identify areas of improvement, and implement changes
• Proficiency in Microsoft Suite required. Proficiency with shift scheduling software highly preferred.
• Knowledge of kitchen administration, food inventory, and ordering
• Knowledge of systemic, societal issues relating to homelessness

Additional Requirements

• Must identify as female, due to the nature of the role and associated job duties
• In accordance with the staffing model, working outside of traditional business hours is required on a regular basis.
• Ability to lift approximately 20 lbs
• Ability to perform physical activities that require considerable use of arms and legs and moving the whole body, such as climbing, lifting, balancing, walking, stooping and handling materials
• Follow Occupational Safety and Health Administration (OSHA) through administrative updates compliant with federal law