Refugee Resettlement Assistant Program Director

Position Overview

The Assistant Program Director (APD) serves as the operational engine of the Refugee Resettlement department. While the Refugee Resettlement Program Director focuses on long-term strategy and sustainability, the APD ensures the daily excellence, compliance, and efficiency of service delivery. This management role is responsible for the implementation of data integrity protocols, the direct supervision and development of a multi-disciplinary workforce, and the execution of operational plans to ensure grant utilization targets are met.

• This position is grant-funded. If there is a substantial reduction in funding or funding ceases, the position may be terminated.
• This position may involve working outside of the regular business hours of Monday through Friday, 8:30 a.m. to 5:30 p.m., CST.
• This position may require working evenings, late nights, and weekends as necessary to meet the evolving and time-sensitive needs of our business and clients.

Operational Execution & Workflow Management (40%)

• Day-to-Day Oversight:
  Direct the daily operations of the Refugee Client Services Department, ensuring all services meet established self-sufficiency and programmatic targets.
• Budget & Fiscal Management:
  Directly responsible for managing department budgets and participating in the annual budget planning process. Work with the Refugee Resettlement Program Director and Finance Unit to monitor expenditures, ensure alignment with grant requirements, review variance reports, and approve all financial requisitions.
• Caseload Management:
  Monitor the Caseload Efficiency Ratio weekly. Review assignments and prompt the rebalancing of caseloads among Case Managers to ensure equitable distribution, operational efficiency, and staff retention.
• Policy Implementation:
  Operationalize the strategic policies developed by the Senior Director. Translate high-level strategic goals into daily staff workflows and standard operating procedures (SOPs).
• Programmatic Expertise:
  Maintains knowledge and understanding of the U.S. Refugee Admissions Program, service trends, and promising and evidence-based practices for refugee and immigrant populations.

Compliance & Data Integrity (30%)

• Corrective Action Implementation:
  Lead the immediate implementation of Corrective Action Plans (CAPs) following monitoring visits; translate audit findings into revised Standard Operating Procedures (SOPs) within 30 days of receipt.
• Data Integrity Administration:
  Serve as the primary steward for data standard within the team. Ensure 100% accuracy in time-tracking and case noting, recognizing that accurate data is essential for the department's survival strategy.
• Grant Reporting:
  Compile and verify data for monthly and quarterly reports to funders. Flag any financial or programmatic "burn rate" anomalies to the Senior Director immediately.
• Audit Management & Readiness:
  Responsible for the outcomes of program audits by funders. Work with the Program Managers to conduct regular internal audits of physical and electronic client files to ensure they are "audit-ready" at all times.

Staff Supervision & Development (20%)

• CBA Administration:
  Administer the Collective Bargaining Agreement (CBA) in daily operations in coordination with the Senior Director and Human Resources; respond to Step 1 grievances, oversee staff schedules in compliance with contract hours, and ensure disciplinary actions adhere to "Just Cause" standards.
• Direct Supervision:
  Provide weekly supervision to direct reports, utilizing mentorship models to offer clear expectations, coaching, and professional development.
• Training Coordination:
  Implement cross-training initiatives to ensure RR staff understand the functions of other departments (such as Legal), facilitating a more holistic client service model.
• Performance Reviews:
  Conduct annual and probationary reviews, incorporating both objective KPIs and subjective evaluation criteria regarding cultural contribution and teamwork.

Community & Partner Coordination (10%)

• Funder Relations:
  Maintain strong working relationships with key funders and government partners (e.g., USCRI, TXOR, City of San Antonio), representing RAICES in…