Job Description
Job Description
POSITION DESCRIPTION
Title
Program Review Certification Manager
Function
Compliance Operations
Department
Grants Management Compliance
Pay Range
55,000-$70,000
Exempt, Full-time
Reports To
Grants Management Compliance Director
The Program Review Certification Manager plays a pivotal role in ensuring a fair, transparent, and effective Program Review and Certification (PR C) process for all partner agencies. By upholding CSB PR C Standards and HUD HEARTH requirements, this position fosters accountability, excellence, and continuous improvement within the partner network, strengthening the collective impact on the community.
Like all CSB staff members, the Program Review Certification Manager fosters an atmosphere of dignity, respect, and inclusivity, adhering to CSB’s Code of Conduct. They ensure equitable treatment of all individuals, regardless of race, religion, color, national origin, ethnicity, ancestry, sex, sexual orientation, gender identity or expression, age, disability, veteran status, familial status, or socio-economic background.
MINIMUM QUALIFICATIONS
- Demonstrated alignment with the organization’s mission and values.
- 3 or more years of experience in an office setting with a strong focus on project management principles and practices.
- Exceptional attention to detail and accuracy.
- Intermediate to mastery proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and internet-based applications
- Experience working in a quasi-government or system-level not for profit organization preferred.
WHY JOIN US?
Step into a pivotal role at the core of our mission-driven organization. As the Program Review Compliance Manager, you’ll work alongside visionary leaders, shaping the strategies and systems that drive our impact. Enjoy a dynamic, purpose-filled work environment, competitive compensation, and a supportive culture that values professional growth, innovation, and meaningful change.
We prioritize your well-being with comprehensive benefits, including medical, prescription, dental, vision, life, and disability insurance. We also offer a 401(k)-retirement plan with employer contributions, pre-tax savings options, paid leave, and more to support a balanced and fulfilling career.
KEY RESPONSIBILITIES
Partner Agency Monitoring Visits
Prepare for and conduct partner agency monitoring visits :
Coordinates the internal and external annual updates to PR C documents, proactively identifying opportunities for process improvements.Coordinates and leads the review of all funded partner agencies and programs.Work with all 16 partner agencies and the internal team to schedule monitoring visits.Retrieve, compile, review, and request additional documents from Submittable prior to the monitoring visit and work with the appropriate internal staff member on anything out of the ordinary.Develop and review monitoring checklists for each monitoring visit.Update and prepare Submittable forms for partner agencies.Maintain electronic monitoring files and shared drive folders for each agency review.Run and format HMIS reports, populate review sheets prior to monitoring visits, compile and analyze HMIS data for on-site visits, virtual reviews, and technical assistance meetings, as needed.Conduct data file review and assist with other file reviews during monitoring visits, as necessary.Complete monitoring exit interview forms and draft reports after monitoring visits.Draft and complete monitoring reports for Grants Managers.Identifies and implements all changes to the Standards and Monitoring Guide based on regulatory requirements and best practice.Make recommendations and updates on monitoring processes and guides with approval from the Grants Management Compliance Director.Lead annual monitoring training and technical assistance.Follow up on conditions from monitoring reports and track follow up on conditional contracts.Tracks and develops enhanced risk partner agency quality improvement plans in consultation with input from other team members.Partner Agency Compliance Monitoring
Monitors partner agencies to assure compliance with all applicable contracts, regulations, and laws governing non-profit operations.
Reviews and tracks partner agency invoices, repayments, any applicable conditions for compliance, funding changes or reallocations monthly, including coordination with CSB Finance.Manages breach processes, including necessary legal consultation, as needed.Prepares and presents training materials.Actively participates in Interdisciplinary Team to assist with special projects, as needed.Communicates with high level administrators / managers and effectively, accurately and appropriately transmits information, as required.Regularly corresponds with partner agencies and other applicable entities as required.Administrative Support
Schedule, develop agenda, and take notes for Fall and Spring 1 : 1 meetings with partner agencies.Print and file contracts, invoices, and related documents.Maintain partner agency invoicing files once payment has been processed, including coordination with CSB Finance department.Ensure that all Grants Payable invoices have been processed, paid, and organized appropriately on a regular basis, i.e. quarterly.Format and upload partner agency contracts and amendments into an electronic platform for signature and tracking.Pull, organize, and create physical copies of invoices when requested by funders for monitoring.Maintain complete partner agency files, records, and documents and archives according to the schedule in coordination with the Office CoordinatorAssist the Grants Management Compliance Director by creating funder-invoicing and reporting files.Assists with the annual Gateway process, as needed.Other Functions
Attend other agency and / or organizational meetings as requested.Assure that effective communication is maintained within areas of responsibility.Maintain complete and adequate files, records, and documentation.Actively participate in staff meetings.Regularly corresponds with partner agencies and other applicable entities as required.Effectively collaborate internally with other CSB staff to ensure best possible work products are delivered.Complete other duties as requested.KEY LEADERSHIP COMPETENCIES
Information Management : Able to process information from multiple sources and timely and accurately present the information to teammates.Confidentiality : Able to maintain confidentiality and protect sensitive information.Project Planning and Execution : Able to accurately plan projects with regards to length and difficulty, set objectives and goals and anticipate roadblocks, and to establish processes to work efficiently.Team Collaboration : Able to collaborate effectively with teammates on established common goals.Communication : Able to convey information in a clear and concise manner.Time Management and Process Improvement : Able to manage time, prioritize urgent projects as needed, and evaluate processes to make recommendations for improvement.SKILLS AND KNOWLEDGE
Excellent organizational and time management skills.Excellent project and process management skills.Exceptional attention to detail and accuracy.Ability to manage deadlines and large amounts of information effectively.Intermediate to mastery proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and internet-based applications.PHYSICAL AND MENTAL DEMANDS
High energy level, comfortable performing multi-faceted projects in conjunction with normal activities in a fast-paced environment.Ability to maintain multiple projects simultaneously.Strong analytical and reasoning abilities.Well-developed interpersonal skills, ability to get along with diverse personalities.Quick learner.
Salary : $55,000 - $70,000
