Youth Programme PROGRAMME MANAGER

SPECIFIC RESPONSIBILITIES:

 Program Management: 

• Develop detailed project plans and lead the implementation of the programme through engagement with senior management, staff and community service providers
• Present and explain the project scope, definitions, and objectives to staff, stakeholders including community partners, employers and clients
• Set deadlines, assign programme tasks and responsibilities, monitor and summarize programme progress
• Develop processes to ensure that the programme and the services follow the organization’s service standards, policies and funding guidelines
• Create and maintain comprehensive systems to manage the project, including project indicators, intake, demographic data, case management, file documentation, client tracking, attendance, outputs and outcomes.
• Prepare progress reports that include data and narrative that correlates with reporting timelines and requirements, and is responsive to funding agreement and upon senior management requests
• Work with project team to establish programme resources and access to them and to wraparound services
• Measure and evaluate project performance using a variety tools and techniques including surveys or as directed by PCPI
• Use the ministry tracking system - GCOS to capture client profile, data, outcomes, progress report and use Monday.com for claims in a timely manner
• Support staff in planning, coordinating and evaluating services, activities and special events
• Manage changes to the project scope, project schedule and project costs using appropriate verification techniques
• Report and escalate concerns/issues to management as needed
• Establish a risk management plan that includes the steps to manage risk to minimize potential risks to the project
• Establish manage and maintain relationships with stakeholders-third parties/employers and service providers to support service coordination and increase employment opportunities
• Meet with clients to clarify specific requirements for programme participation
• Coordinate project activities and delegate tasks based on staff members' individual strengths, skill sets and experience level
• Track clients’ performance, specifically to analyze their successful completion of the components of the program - short and long-term goals
• Survey clients and service providers on an ongoing basis to gather feedback on service satisfaction
• Work collaboratively with project team, marketing staff and management to develop and implement an outreach/marketing plan to increase project awareness and to engage community partners, employers and youth
• Identify and respond to gaps in services and engage stakeholders in contributing and participating in addressing these gaps through new initiatives and or through PCPI’s projects and services
• Identify partnership opportunities and develop Memoranda of Understanding between PCPI and partnering organizations, to work collaboratively on wraparound services etc.
• Assist with managing clients’ financial support and employer incentive budget and adjust expenditure as needed based on financial analysis, in collaboration with senior Management
• Keep abreast with labour market trends and seek opportunities develop leadership skills to maintain proficiency in the role
• Develop spreadsheets, diagrams and process maps to record and illustrate needs and trends
• Works collaboratively with staff to create opportunities for sharing participants’ experiences and successes

Administration:

• Develop and maintain project service delivery processes and procedures
• Assist with the recruitment and hiring of project staff as need
• Assist with employee onboarding ensuring clear understanding of PCPI’s organization policies, procedures and how they work with the project funding guidelines
• Assist with the development of project activity forms
• Participate in participants’ screening and the programme intake process, workshop facilitation and oversee the participants job placements

•  Enter clients’ personal information and progress in the Ministry’s database-GCOS for each intake in a timely manner
• Record staff and participants’ attendance and submit an accurate bi-weekly attendance sheet to HR/ Finance Department in a timely manner, for payroll purpose
• Provide guidance and on-going support to youth participants and make appropriate referrals to other services as needed; as well as ensure accurate case management records and statistics, for reporting purposes

• Establish and coordinate team schedule and duty expectations, to fulfil the project deliverables, monitor their progress including output, input and challenges and clarify specific project requirements
• Supervise and motivate team, providing ongoing leadership development and ongoing feedback through regular one-on-one meetings, performance planning and annual performance evaluation
• Act as a resource to the project team and hold regular team meeting to provide updates, share ideas, review project progress, address challenges and to clarify specific requirements of the project
• Ensure the project delivery is consistent with project contractual agreement, requirements and goals, and in compliance with agreement schedules
• Maintain security and confidentiality of all client information and data in accordance with provincial regulation and privacy act.

• Utilize project data to prepare quarterly progress reports for submission and to inform continuous quality improvement and refinement of the programme.
• Enter and analyze client tracker data and employer reimbursement claims status and prepare a monthly progress report to senior management
• Review clients and employers’ files to ensure they are up to date
• Monitor resources usage, provision and project supply inventory ongoing and replenish as needed
• Address Team and clients’ health and safety needs in accordance with organizational policy and the Occupational Health and Safety Act.
• Support all other administrative requirements of the project.
• Perform other related duties as assigned 

QUALIFICATIONS:

• A bachelor’s degree in psychology/sociology, plus a minimum of five years recent experience and success in project management preferably in the social service sector.
• Project management certification a valued asset
• Understanding of youth programmes in the non-profit sector
• Experience implementing projects/programmes
• Proven ability to manage and deliver projects with successful outcomes
• Demonstrated skills and experience in building partnerships and community engagement
• Excellent interpersonal, communication and organizational skills
• Excellent analytical skills with strong attention to detail and problem-solving ability.
• Flexibility and the temperament and skills to manage change in a rapidly evolving environment
• Experience in the execution of project directives with outcomes linked to targets within a fixed timeline
• Experience designing workshops and facilitation, both in-person and online
• Experience managing, leading, motivating and evaluating staff performance
• Experience conducting primary and secondary research to support and recommend new programming and or project expansion
• Possess creative, innovative, and solution seeking traits
• Political acuity as well as the ability to work with people from diverse demographics
• Experiences working with Microsoft office suite- including teams, PowerPoint, and Excel
• Proven ability to develop and maintain credible and trusting relationships with key stakeholders
• Collaborative leadership style with the ability to work in a diverse team environment.

WORKING CONDITIONS: 

• General office setting
• Must be willing to work flexible hours and remotely as needed
• Some travel required so a car is an asset

BENEFITS: healthcare, vision, dental and long-term disability as well as contributions to pension.

If your skills and experience match with our requirements for the job, we would like to hear from you.  Please apply by email to [email protected] no later than December 1, 2024.

In keeping with our commitment to diversity and cultural intelligence, we encourage applications from persons of all races, ethnicities, religions, and sexual orientations.  We thank all candidates for their interest; however, only those whose skills match with the required competencies will be invited for an interview.   Sorry, no telephone enquiries please.

 Please note:  This position requires a police reference check prior to starting the position.