Program Coordinator (Admin) - Refugee Foster Care (2019-4)

Company: Catholic Charities of Santa Clara County
Location: San Jose, CA
Status: Full Time

GENERAL NATURE OF POSITION: Coordinate all aspects of the Administrative Review process of the Refugee Foster Care program and provide support in the areas of reporting to the Office of Refugee Resettlement (ORR), accounting, fiscal services, service tracking, service delivery, and office management.


* Prepare, schedule, and coordinate required Administrative Reviews (AR) for clients in Refugee Foster Care (RFC)

* Collect and prepare documents required for AR from social workers and submit them to partner agency’s review panel before the review

* Prepare and set up laptop computers in the conference room for the partner agency to review the case files of scheduled clients; be available to answer questions and to address request for documents

* Track and assure that the Admin Review Summary Report (ARSR) is received from the partner agency after the review has been conducted; upload ARSR into AWARDS, RFC’s online client case management database system, and distribute the PDF’s to the respective social worker and the Administrative Review Group

* Train RFC staff on the Administrative Review process and policies

* Manage and support in the areas of accounting, fiscal services, service tracking, service delivery, contract compliance, and office management of Administrative Reviews

* Support the agency’s Compliance Department with drafting and finalizing the Administrative Review RFQ

* Interface with clients to process ETV requests and payments, including mileage; track reimbursements in AWARDS; train RFC staff and coordinate with social workers to ensure requests align with ETV policies and procedures

* Track and communicate due dates and deadlines for ORR-3 and ORR-4 reports to the team; coordinate with social workers and social work supervisors to ensure timely submission of all reports; assist in ensuring program compliance with contractual requirements regarding ORR-3 and ORR-4 reports

* Track and update client placement changes and client demographic data on RFC’s Master Client List, placement log, and monthly client list to funders

* Update IRADS, ORR’s database, with the new placement/status (ORR-3)

* Assist in gathering data for statistics and other program analytics

* Assist in providing support services for resource family training and Independent Living Program training

* Provide support for monthly Family Night events

* Assist in maintaining updated, accurate, and accessible library of soft and hard copies of RFC policies and procedures and relevant federal, state, and licensing regulations, as needed

* Assist in maintaining compliance with Foster Family Agency regulations, federal regulations related to Unaccompanied Refugee Minors, and State Child Welfare Services, as needed

* Support Division Director, Program Manager, and RFC team in learning, accessing and adhering to policies and regulations

* Assist with program audits, the audit of electronic files, and quality assurance functions

* Cross train and provide back-up coverage to Program Manager and Program Associate

* Assist with resource family recruitment and training

* Other duties as assigned


* BA in Accounting, Finance, Administration, Social Work or related field

* Demonstrated experience independently managing projects

* Excellent cross-cultural experience and ability to work well with a diverse population

* At least one year experience in budgeting, accounting, contract compliance or office management

* Excellent oral and written English skills

* Organized and detail oriented

* Automobile and valid CA driver’s license

* Auto liability coverage according to the agency requirements

* Excellent computers skills: MS Office (all apps)


* Multilingual in a language commonly spoken by refugees and immigrants (Arabic, French, Spanish, Mandarin, Cantonese, Burmese, Hindi, Turkish, Farsi, Nepali)

HOURS: Full time. Hours will be based on client and foster family availability. All program staff

might be expected to work at least one Tuesday night per month and at least one Saturday per 


TRAVEL: Bay Area and occasional out-of-state travel required.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.

Catholic Charities is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons receiving services in our programs are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.