Coordinated Entry Program Manager

Overview

The Continuum of Care Coordinated Entry System (CES) Manager oversees the work of the Coordinated Entry Specialists and CES program. The CES Manager provides direct support, guidance, and leadership to the CES Specialists. The CES Manager will work directly with homeless assistance, human service, and housing providers throughout the 20-county region of the Western PA Continuum of Care (CoC) to ensure that all households who are experiencing a housing crisis can access safe, affordable, and permanent housing through the Coordinated Entry System of Western PA. The CES Manager can provide technical assistance to providers about Coordinated Entry and work with each Access Site and referral partners to address specific needs and concerns about participating in the coordinated entry system. The Coordinated Entry Manager will also work to ensure that Access Sites and CoC-funded programs are following the prescribed CES policies and Western Pa CoC’s written standards and to improve relationships among human service providers and housing/homeless providers across the CoC to serve better the complex needs of households experiencing homelessness and housing insecurity. The Coordinated Entry Manager is a mandated reporter of suspected child abuse as defined by PA Child Protective Services Law. Responsibilities require the exercise of independent judgment and knowledge of overall agency activities. This position is full-time, with primarily daytime and early evening hours. This position is predominantly remote but does require travel throughout the 20-county Continuum of Care as required.

Responsibilities to the Position:

• Provide guidance and leadership to the CES Specialists of the Western Pa CoC, including Domestic Violence (DV) CES Specialists, and assist them with their functions within the policies and written standards of the CoC during the design, implementation, and ongoing success of the Western Pa CoC CES.
• Responsible for coordinating and facilitating team meetings to provide guidance and input focusing on solutions to problem-solving and reducing barriers to ending homelessness in Western Pa.
• Provides a minimum of 1 hour of individual supervision bi-weekly and 2 hours of group supervision monthly.
• Reports back to the CES Coordinator success or barriers to the overall functions of the CES operations for each region, as well as suggestions for areas of improvement.
• Responsible for the timely monthly collection, review, and submission of specialized data reports in the Homeless Management Information System (HMIS).
• Monitor and evaluate gaps in the CES and adjust CE Specialists' roles, where possible, to resolve these inefficiencies.
• In collaboration with the CES Specialists, the CES Program manager coordinates with County Local Housing Options Teams or similar coalitions to identify and problem-solve localized CES barriers and challenges and develop strategies toward resolving these concerns.

Responsibilities to the Position in Cooperation and Management of CE Specialists:

• Outreach and engagement of CE Assessment Sites and regional service providers to educate and encourage participation in the coordinated entry system (CES).
• Management of the By-Name-List (BNL), including facilitation of monthly case conferencing meetings with Assessment Centers, County-Specific Local Housing Options Teams, or similar coalitions.
• Partner with the Coordinated Entry Supervisor and Regional Managers, Coordinated Entry Committee, and other providers to problem-solve cases.
• Ensure consistent linkage and communication between homeless assistance, human service, housing providers, the coordinated entry system, the individual Regional Homeless Advisory Boards (RHABs), and the CoC.
• Through designated Housing Problem Solving strategies, coordinate with participating agencies utilizing the BNL to fill program openings by engaging prioritized clients to prepare for service inquiries (e.g. document readiness) and referral screening to ensure eligibility requirements are met through each region's designated process.
• Provide feedback and support to Anchor Agencies, Access Sites, and other local partners to facilitate diversion and assist low-prioritized households exiting the BNL through other housing intervention/assistant modalities and referrals to mainstream services.
• Conduct community outreach, marketing, and training for homeless assistance, human service, housing providers, first responders, police, health systems, county and municipal governments, consumers, and the public.
• Build relationships with Landlords and other key community partners to help strengthen local/regional landlord lists and bridge barriers to households in connecting with landlords/properties and permanent housing options (e.g. apartment searching, viewing units, completing applications), as time permits.
• Conduct Coordinated Entry intakes, as needed, to fill in gaps in coverage during CE business hours, with households presenting as homeless.
• Monitor each region's adherence to the processes developed to ensure individuals anonymously included on the CoC’s prioritized waiting list have equal access to housing/ homeless assistance resources.
• Interpret, engage, and support providers in properly implementing CES Written Standards, policies, and procedures.
• With the guidance and support of the CES Coordinator from CoC Board and CES Committee, facilitate regular meetings among providers to focus on continual quality improvement, training, peer learning, and problem-solving around coordinated entry.
• Participate in all Regional Homeless Advisory Board (RHAB) meetings throughout the CoC.
• Participate in all coordinated entry By-Name-List “scrub” calls.
• Participates in all Housing Problem Solving calls.
• Fills in for CES Specialists, as needed, to cover BNL “scrub” calls, Housing Problem Solving meetings, and other responsibilities as required.
• With support from CoC and CES Committee, provide technical assistance and training to providers on coordinated entry, housing issues and resources, and services/systems access to increase housing advocacy knowledge among programs.
• Maintain relevant records and documentation and prepare reports as needed.
• Collaborate and train other agency staff on housing/homelessness-related topic, as needed, and in partnership with additional CoC training (CoC Committees, CoC Consultant, etc.).
• Perform all work in a culturally responsive manner consistent with One by One’s mission and philosophy, including agreeing with and signing off on the CoC truth and values statement.
• Collaborate with staff members about service provision and establishment of related policies and procedures.
• Complete and maintain required documentation in the PA Homeless Management Information System (HMIS) software and paper files, adhering to data quality and timeliness expectations outlined within the PA HMIS User Agreement.
• Respond to consumer grievances with the CES promptly and courteously.
• Review and distribute monthly CES reports to all partners and funders.
• Attend staff meetings and in-service training.
• Perform other duties as assigned as allowed by funding streams.

Job Scope

Work involves a variety of complex duties and responsibilities in the Continuum’s efforts to connect people experiencing homelessness to healthy, safe, affordable, accessible, and sustained housing.

This position requires considerable judgment and discretion in task fulfillment and strong interpersonal and communication skills. Additionally, this position requires delegating to and managing a team of CE Specialists across both the Non-DV and DV sectors.

Quality performance of responsibilities has a distinct impact on outcome achievement, funding, and reputation of the One by One Continuum of Care. Overall, job effectiveness is tied to the specialist's ability to establish and maintain credibility and good rapport with consumers, community partners, volunteers, and other staff.

Coordinated Entry Specialists are CoC representatives and are to abide by agency policies, state, federal, and local laws, CoC policies, and agency-of-hire policies in their relationships and contacts throughout their appointment. Specialists, therefore, are expected to refrain from engaging in activities on or off duty that jeopardize their credibility as staff members or movements that make the CoC or agency of hire vulnerable.

One By One is committed to inclusive excellence by advancing equity and diversity in all we do. A personal and professional commitment to creating inclusivity and culturally relevant services is a core value to our advancement of housing and homelessness interventions.

Qualifications

• Required: Bachelor’s Degree in Social Work, Human Services, or a related field and equivalent experience.
• Required: A minimum of 1 year of experience and demonstrated competency in systems thinking
• Preferred: A minimum of 1 year experience and demonstrated competency in client-centered/victim-centered advocacy.
• Preferred: A minimum of 1 year experience and demonstrated competency with housing and homelessness issues affecting victims of crime and effective advocacy strategies for helping individual survivors and helping improve system response.
• Preferred: Experience with client-centered advocacy and management in community-based rapid rehousing or other housing models.
• Preferred: Familiarity with state and federal laws, policies, and regulations impacting housing and homelessness.
• Preferred: A minimum of 2 years of management or leadership experience
• Must be knowledgeable of domestic violence, sexual assault, human trafficking, and other serious crimes and their impact on victims.
• Must possess excellent communication skills and be computer literate.
• Must possess public speaking skills and be comfortable engaging in outreach and training.
• Must be able to “self-start, " work independently with minimal one-on-one supervision, and engage in a team-based collaborative culture within the coordinated entry system.
• Strong understanding and willingness to promote a domestic violence-focused housing-first approach to service delivery.
• Upon hire, complete 40-hour Transitions Domestic Violence/Sexual Assault Counselor Training.
• Must have a valid driver’s license, reliable vehicle, and adequate vehicle insurance.
• Must have Act 34, Act 114, and Act 151 clearances.

Pay: $52,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Loan forgiveness
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Latrobe, PA 15650