Program Manager

About Swords to Plowshares

Founded in 1974, Swords to Plowshares is a community-based not-for-profit organization that provides counseling and case management, employment and training, housing, and legal assistance to veterans in the San Francisco Bay Area. We promote and protect the rights of veterans through advocacy, public education, and partnerships with local, state, and national entities. Believing that war causes wounds and suffering that last beyond the battlefield, our mission is to support veterans as they navigate the challenges of post-military life, and to prevent and end veteran homelessness through wrap-around care and informed advocacy. To learn more about Swords to Plowshares, please visit our website at .

Job Title: Veteran Community Center (VCC) Program Manager

Location: 1060 Howard Street, San Francisco, CA 94103

Schedule: Monday through Friday 10 am – 6 pm, Saturday On-Call from 11 am to 7 pm

Reporting Type: In-person

Employment Type: Full-Time/On-Call; Exempt

Summary: The Program Manager is responsible for day-to-day operations of the Veterans Community Center, providing direct supervision of front-line staff, overseeing and ensuring all aspects of grants and contract success, and keeping leadership abreast of all aspects of VCC operations. The Program Manager must be available for emergencies during weekend programming.

Responsibilities:

• Client Services: Setting clear expectations and managing client behavioral requirements and working with clients daily to ensure compliance with the organization’s behavior policies.
• Supervises the development and implementation of groups, case management services, special events, and projects in collaboration with internal and external entities.
• Administer day-to-day operations, including tracking of the following but not limited to program budgets, staffing, daily numbers of veterans served, and services provided.
• Coordinating or overseeing special events and activities that align with client needs and organizational goals.
• Develop strategies to increase veteran engagement and program participation to meet goals and outcomes of all funding sources.
• Grants and Contracts: Ensuring team members understand their reporting requirements and ensuring timely submission of program data and reports for various funders.
• Preparing for and ensuring success of all grant and contract audits.
• Responsible for timely reports and ad-hoc presentations as requested by leadership to include weekly briefings on operations, grant requirements, and Board reports.
• Interacting with Leadership: Engage the Finance Team and Chief Operating Officer in annual and ad hoc budget reviews, proposals and discussions.
• Performs other related duties as required by the Clinical Director of Non-Residential Services and/or Chief Operating Officer.

Supervisory Responsibilities:

• Scheduling and conducting weekly, hour-long supervision meetings with each team member.
• Responsibility for hiring, onboarding, training, and annual and ad-hoc performance evaluation of approximately eight program staff.
• Facilitate weekly staff meetings and attend all required meetings and training courses to include Cultural Humility training and monthly Supervisor training.
• Ensuring that program staff are up to date with all required trainings.
• Develop a system to ensure staff are documenting all client services in our client case management database, Exponent Case Management (ECM) and the EPIC, in a timely manner.
• Adhere to laws regarding confidentiality and reporting requirements; maintain knowledge and practice of current HIPAA compliance guidelines; monitoring program staff’s work and work area to ensure they are following all HIPAA compliance guidelines.

Desired Qualifications:

Experience:

• A minimum of one year’s experience in a supervisory and administrative capacity with a private or non-profit social service/mental health agency. Equivalent experience may be considered. Translatable military experience and skills may be alternatively substituted.
• Excellent computer skills with proficiency in Microsoft Office: Outlook, OneDrive, Word, Excel, SharePoint, etc.
• Ability to manage budgets and meet required administrative timelines and deadlines
• Excellent verbal, written, and communication skills
• Strong organizational and managerial skills
• Ability to follow through with tasks in a timely manner
• Ability to work cooperatively and effectively as part of a team
• A working understanding of the needs of veterans with an emphasis on homelessness, mental health, socio-economic, vocational and substance use challenges.

Education:

• High school diploma or GED.

Comprehensive Benefits Package:

Employees who are regularly scheduled to work 20 hours or more per week are eligible for all benefits.

• 100% employer sponsored medical, vision, acupuncture, and dental coverage. Swords to Plowshares covers partial dependent coverage cost. (Agency paid annual medical deductible paid via Navia HRA Card)
• Employee Assistance Program: 20 mental health counseling appointments available to all employees, regardless of Full-time status, at no cost to employees.
• 403(b) retirement plan immediate enrollment
• Generous annual paid time off
• 10 sick days
• 13 holidays
• 17 vacation days in the first year & progressive afterwards
• Access to third party legal benefits, employee discount program, pet insurance, and Commuter Benefit.
• 1-hour paid lunch period, professional development reimbursements, and annual education allowance available to all employees.

*Employees who work on-call, in a temporary position, or less than 20 hours per week regularly are only eligible for our Employee Assistance Program, paid lunch hour, and San Francisco sick time. Vacation and sick time are pro-rated based upon full-time equivalent percentage.

Organizational Values Statement of Intent:

Swords to Plowshares is fully committed to the ongoing work of upholding our values and fostering a supportive culture for all staff and veteran clients. For us, this is a process and not a destination. We embrace the principles of cultural humility to create spaces where all people feel welcome, heard, and valued.

We stand against injustice and discrimination of all kinds. We understand that the veteran community encompasses a multitude of identities, and we believe that our staff and board should as well. We encourage applications from all qualified individuals.

Equal Employment Opportunity Statement:

At Swords to Plowshares, we believe in creating an inclusive and welcoming environment for all. We are proud to be an Equal Employment Opportunity employer and do not discriminate against any employee or applicant based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or status as a protected veteran. We are committed to compliance with all state and local laws governing nondiscrimination in employment.

We are dedicated to affirmative action and providing equal employment opportunities for everyone. We strive to ensure that all individuals—regardless of race, color, religion, sex, national origin, disability, or veteran status—are treated fairly and have access to the same opportunities in alignment with federal regulations (Executive Order 11246, Section 503 of the Rehabilitation Act of 1973, and the Vietnam Era Veterans' Readjustment Assistance Act of 1974).

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