Galvgwodiyu Program Coordinator
19 days ago
Cherokee
Job Description:\n\n Primary Function Plans, develops, and coordinates all functions of Galvgwodiyu under the guidance and supervision of the Galvgwodiyu Event/Training Supervisor and Galvgwodiyu Program Manager. Provides direct support for current and future activities/operations of the program assigned, including Galvgwodiyu and Analenisgi’s Domestic Violence Program. Serves as liaison among hospital departments, stakeholders, sponsors, grantors, and other program contacts using relationship-based tools that align with Cherokee Indian Hospital's guiding principles. Creates positive relationships with contractors, sub-subcontractors, grantors, vendors, program staff, and volunteers, as well as Cherokee Indian Hospital staff. Works directly with contracting, finance, maintenance, compliance, Executive Admin, operations, dietary, and other behavioral health and CIHA departments to ensure optimal program coordination and that the assigned program is performing to expectations. Generates reports to evaluate activity and available funds. Manages fiscal reports, assists the Leadership Team in determining funds available, and directs management of contracts and subcontracts, ensuring proper use of funds and resources. For any grant relevant activities, ensures completion of periodic and annual reporting to grantor agencies; tracks and communicates deadlines as well as the report submission process, ensures relevant behavioral health staff involved in grant reporting provide necessary information/data as part of grant reporting. Must have outstanding verbal, written, and personal communication skills. The ideal candidate will have extensive knowledge of program coordination, inventory, planning, event planning and/or management, and accounting/budgetary practices. Job Description Plans, develops, and coordinates all functions of the assigned program. Provides direct support for the daily activities and operations of the program.Willingness to embrace culturally appropriate storytelling and a participant-first model in the service delivery of the program.Exercise self-care and emotional awareness of self to ensure practice of the CIHA Guiding Principles to ensure positive interactions in all activities.Works with Galvgwodiyu Event/Training Supervisor, Galvgwodiyu Program Manager, and Behavioral Health Director to ensure proper execution of programming initiatives. Serves as on-site logistics expert during all events/trainings. Under direction of leadership, assists with recruitment of appropriate participants for training based on established interview process and grant/organizational objectives. Assists with coordination related to participants of DV Program in Galvgwodiyu trainings and other program activities.Creates/updates programming schedule and event planning/implementation checklists to ensure program is performing to the fullest potential possible.Coordinates processing of expense requests; consults with relevant parties to ensure expenses align with grantor, hospital, and program policies and objectives; obtains leadership approval for all requests; places orders; tracks orders; manages delivery and storage of orders; manages program inventory and notifies leadership of inventory needs; documents and keeps leadership apprised of program expenses; coordinates purchase orders; performs budget reconciliation tasks; etc.Assists leadership with facilitating regular communication between all relevant parties to inform them of the program, successes, challenges, and ongoing status updates.Participate in program processes and educate staff, key stakeholders, and the community on the assigned program. Becomes an expert in the subject matter.Travel required.Works with Galvgwodiyu Program Manager, PR Director, and potential contractors to advertise and disseminate information on the program. Coordinate and secure training locations and details such as meeting and hotel rooming accommodations, transportation, food/meals, IT/AV/media, supplies, communications, staffing, etc.Prepping and updating program materials, curriculum, and educational documents under the direction of the Galvgwodiyu Program Manager or delegate.Assist with Learning Circle Leader and other training needs as assigned.Works alongside Leadership and other relevant parties to ensure established processes for the program are developed and followed.Organize and document all meetings for the program.Ensure data collection processes are standardized and all required program data is collected, analyzed, and reported as needed.Develop, track, and manage programming budget and account information. Create, update, and maintain programming databases with necessary information.Ensures completion and delivery of periodic and annual reporting to Leadership, contracting/grant departments, and grantor agencies. Tracks and communicates deadlines as well as the report submission process to relevant reporting staff, ensures relevant behavioral health staff involved in grant reporting provide necessary information/data as part of the grant reporting.May assist with the planning and preparation of grant proposals; provides guidance and assistance to staff in the interpretation of funding agency regulations and requirements related to the assigned program.Guides and facilitates management and staff in the development and preparation of proposals, contracts, sub-contracts, and agreements, to include budgets, documentation, and interpretation of funding requirements for the assigned program.Analyzes and evaluates contract, grant, and/or program budgets for the correct calculation of expenditure categories such as salaries, percent of effort, salary adjustment increases, fringe benefits, indirect costs, materials, and equipment for the assigned program.Directly monitors activities and program outcomes to ensure fidelity of program services.Works closely with the team to build capacity for program services.Deliver relevant program training as assigned.Works directly with program staff to collect data on client outcomes for reporting. Enters data into required databases.Monitors and coordinates the administration of the assigned program to ensure that budgeting and administrative policies, procedures, and agency requirements are being followed; manages administrative problems and/or budget changes occurring during the program period.Performs reviews of data to complete monthly reconciliations.Completes periodic reporting to leadership and grantor at specified intervals, at least quarterly and annually.Reviews rules, regulations, and requirements with regard to program activities to ensure compliance with grantor and CIHA policies and procedures.Participate in internal and external reporting and audit requirements.Maintains files as required by the grantor and CIHA policies.Performs other duties as assigned. Education/ExperienceMinimum requirements include graduation from an appropriately accredited four-year college or university in a related field and two years of experience in the behavioral health field, management of administrative activities of a business or governmental program.Preferred qualifications include at least five years’ experience in direct services with people experiencing challenges related to trauma, sexual and/or physical abuse, substance use disorders, mental health disorders, or other similar challenges.Previous program coordination, event planning and/or coordination, grant, and contract experience is highly desirable. Must have strong communication skills, accounting knowledge, and MS Office skills.Must have strong interpersonal communication skills, with excellent ability to foster and maintain professional and community relationships. Must be detail-oriented with excellent organizational skills and self-motivated with the ability to work independently as needed.Must demonstrate flexibility, adaptability, and ability to maintain professionalism in response to evolving program needs, working in the behavioral health field, and issues that frequently arise with program/event planning and implementation.Valid driver’s license required.Must be willing to apply CIHA's mission, vision, and values in work done on this project. Must be willing to travel.Must be willing to take part in the program assigned as a participant. Leadership or supervisory experience preferred.Prior Galvgwodiyu (formerly Beauty for Ashes) participation preferred. Job KnowledgeAbility to determine appropriate boundaries with clients and maintain professional ethics in all situations. Knowledge of program management procedures and the ability to develop policies, procedures, and data management processes for the assigned program.Knowledge of local, state, and Federal guidelines of granting bodies such as NC Department of Health and Human Services, Substance Abuse and Mental Health Services Administration (SAMHSA), etc.Ability to learn computerized treatment systems such as the Electronic Medical Record, RPMS, and ability to maintain records and files manually and on the computer.Ability to develop and produce grants and other proposals.Ability to determine informational needs, to collect and analyze information, and to devise and develop statistical analyses and reports.Skills in the use of computers and related software applications, including word processing, spreadsheets, and database management.Skills in organizing resources and establishing priorities.Ability to analyze and interpret financial data and prepare financial reports, statements, and projections.Knowledge of budgeting and fiscal management principles and procedures. Displays originality and initiative to complete daily performance of tasks.Knowledge of principles, techniques, and practices, and their application to complex casework, group work, and community problems.Knowledge of a wide range of medical, behavioral, and psychosocial problems and their treatment.Knowledge of governmental and private organizations and resources in the community. Knowledge of the laws, regulations, and policies that govern the program. Skills in establishing rapport with a patient and in applying techniques of assessing psychological, behavioral, and psychosocial aspects of a patient's problems.Willingness to learn more about Cherokee culture/population and to have considerations for this when identified.Ability to establish and maintain effective working relationships with members of the community and their families, program staff and volunteers, program participants, other professional disciplines, and a variety of governmental and private resources and organizations in the community.Ability to express ideas clearly and concisely and to plan and execute work effectively, both orally and in writing. Complexity of Duties This position is responsible for assisting in maximizing the available resources to meet the behavioral health needs of the community. Must have the ability to interpret policy, laws, and regulations to support leadership in making decisions when a precedent is not available. Duties require the application of sound judgment and problem-solving skills in order to be effective. Judgment often involves decisions that may have life-or-death consequences. Must use professional judgment to interpret and prioritize to provide for the needs of CIH. Must use problem-solving skills and be able to analyze data in performing job duties. Must be able to communicate clearly with both verbally and in written communication. Contact with Others Internal professional contacts include the program directors, coworkers, auditors, governmental agencies, vendors, and the public to exchange and/or provide information. Interacts frequently with coworkers, hospital staff, patients, stakeholders, and other health professionals for the purpose of exchanging information, obtaining, or providing assistance. Serves on various local, community, and health committees, boards, and advisory councils, as appropriate. Interpersonal skills, including tact, courtesy, and professional conduct, are required to maintain positive working relationships. Utmost sensitivity and confidentiality is required when dealing with patients and families. Confidential Data The provision of medical care requires that the incumbent maintain strict appropriate confidentiality regarding all patient information. The employee will have access to patient records and highly confidential information and must function with utmost integrity to safeguard this information. The employee complies with EBCI policy on confidentiality of patient records, Cherokee Indian Hospital Authority Confidentiality policy, HIPAA, and other federal law requirements. Violations of confidentiality regulations may result in inter-disciplinary action and other action as allowed by federal regulations. Mental /Visual/ Physician Job duties can be mentally and emotionally stressful at times, given the complexity of the duties, management and supervision of staff, and the clinical areas being addressed with the people being served. Close mental concentration and attention to detail are required. Physical activities require the ability to be mobile, sit, reach, bend, and be in front of groups and deliver training for extended periods. Some physical exertion and stamina are required, such as those required to transport training materials or to travel. Must have visual acuity, manual dexterity, and the ability to speak and hear. Must be able to lift 30 lbs.Position requires: stand (under 1/3 time); walk (under 1/3 time); sit (to 2/3 time); talk or hear (over 2/3 time).Weight lifted or force exerted: Must be able to lift 30 lbs..Special vision requirements: Close vision (clear vision at 20 inches or less). Environment The employee works primarily in a hospital, inpatient, or outpatient clinical environment but may be required to work at other offices and locations. The work environment involves moderate risks of exposure to infectious disease, radiation, electrical hazards, and irritant chemical and explosive gases. Employees must strictly adhere to OSHA guidelines and protocol for maintaining sterile conditions. Some travel is required. Infrequent overnight travel may be required for meetings or to attend training. Evening hours may be required for special events/trainings. Extent of Supervision General supervision required with responsibility for costs, methods of projects, and personnel. Must be accountable for actions that may affect others in accomplishing the goals and objectives of the facility. Scope of Supervision The incumbent is not a supervisor but may, on specific projects, direct one or two others in accomplishing the completion of the project. Supervision Received Works under the direct guidance of the Galvgwodiyu Event/Training Supervisor, where responsibilities and assignments are often broadly defined. Position must demonstrate considerable initiative and ability to work inde
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