Adult Workforce Assistant Manager

The Immigrant and Refugee Community Organization (IRCO) is a non-profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Our mission is to welcome, serve and empower refugees, immigrants and people across cultures and generations to reach their full potential. Find out more at www.irco.org.

POSITION:                        Adult Workforce Assistant Manager  

JOB CLASS/GRADE:         Assistant Manager / Grade 4 

WAGE:                                Starting at $67,442 per year based on experience  

FLSA; EEO; WC:                 Non-Exempt; Professional; 8864 

LOCATIONS:                      IRCO Main with occasional presence at GMEC, WorkSource Clackamas 

                                             Hybrid schedule (1-3 days in office + remote work) 

FTE; FT/PT; STATUS:        1.0 FTE; Full-Time with Benefits; Regular 

NUMBER OF POSITIONS:   (1) 

APPLY AT:                            www.irco.org  

STATUS:                             Full-Time with Benefits 

PROGRAM(S):                    Adult Workforce Programs 

SECTOR:                              Workforce Development   

REQUIREMENTS:   

This job announcement is intended to outline the general nature and level of work being performed in this job. This is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required. 

Program/Department Summary
With over 20 training and employment programs, IRCO’s Workforce Development Sector provides career coaching, career services, and training to youth and adults so that they gain living wages and become empowered through their careers.  

The Adult Programs Assistance Manager is part of IRCO’s Workforce Development Sector and plays an instrumental role in providing supervision and oversite to the suite of Adult Workforce Programs which provide career coaching, training, job readiness, and employment services to communities throughout the Portland Metro Region.  

Position Summary
The Adult Programs Assistant Manager manages 4-6 Career Coaches and 2-3 Programs Coordinators in the Workforce Development Sector.  The Assistant Manager is responsible for the day-to-day oversight and effective functioning of IRCO’s Adult Workforce Programming under direction from and in close coordination with the WorkSource N/NE Site Manager and IRCO’s Workforce Development Sector Manager.  

The Adult Programs Assistant Manager provides staff leadership and support, provides program standards guidance adherence, develops strategies and plans for meeting program benchmarks. This role involves attending leadership meetings, communicating with funders, and offering ongoing training and support to staff. The position is also responsible for ensuring program quality and compliance, submitting reports to funders, managing multi-fund budgeting and expense monitoring, helping to develop and implement new WorkSource Services and initiatives, and other tasks associated with program operations and oversight. 

• Coordinate and oversee the provision of services within IRCO’s Workforce Development Sector. 
• Track budgets and ensure that funds are obligated, spent fully, and within funder guidelines. 
• Create and monitor multi-fund budgets, prepare budget modifications, and assist Sector Manager in execution of contracts. 
• Assure staff is completing timely and accurate data entry of training, credential attainment, employment and other program outputs. 
• Ensure service delivery is provided through accurate program budgeting and approval of billings to funders.  
• Evaluate program or allocation of efficacy and make adjustments as necessary within funder and program guidelines. 
• Maintain positive working relationships with key stakeholders, funders, subcontractors, employers, WorkSource Center Staff, and other local partners. 
• Act as staff liaison to IRCO’s finance team, coordinating with accounting staff and procedural documentation 
• Provide program documentation as needed; to finance team so they can prepare financial reports pertaining to the program for on-time submission. 
• Support subordinates with project plans, contract monitoring and compliance, meeting program goals and objectives, and narrative and data reports internally and externally. 
• Approve payment vouchers, timesheets, mileage forms and other IRCO documents in line with IRCO policies, funder guidelines and spending. 
• Closely monitor program outputs/outcomes to regularly assess programs’ strengths and challenges and utilize continuous quality improvement practices. 
• Observe and report program needs and concerns to Sector Manager. 
• Answer general emails directed at programs, receive referrals, and distribute new enrollments to coaches based on capacity as needed. 
• Provide supportive supervision to 4-6 Career Coaches, and 2-3 Program Coordinators. Responsible for hiring, conducting performance evaluations, setting wages, stepping in to support as needed, providing course corrections and critical feedback, documenting performance, and taking disciplinary action when necessary. 
•  Provide on-boarding and ongoing professional development opportunities for staff. 

Secondary Functions 

• Attend IRCO’s management meetings, WDD leadership team meetings, and program meetings as required. 
• Collaborate with partners, funders and attend IRCO events as required, representing the programs and organization with professionalism. 
• Ensure consistent interpretation of agency policies and security, internal guidelines, and overall Code of Conduct. This position oversees the identifying, safeguarding, and destroying confidential information and compliance with federal regulations and state consumer identification protection act. 
• Contribute advice and support to the Workforce Development leadership team. 

Education & Experience 

• Bachelor's degree required 
• 3-4 years prior program or project coordination in Workforce Development or Employment Services, or related field 
• 2 years of supervisory experience 
• Knowledge of Workforce Development and the Public Workforce System including WorkSource Services. 
• Strong computer skills, Excel and related software applications. 
• Experience in budgeting, expense tracking highly desired. 

Physical, Mental, & Environmental Requirements 

• Ability to work 3 days in office if required 
• Position requires little physical effort such as lifting, carrying, or constant movement, but does allow for movement needed to complete work tasks
• Positions require some analysis of problems or decision-making ability. 
• There is regular variation in tasks, and the job holder must decide which tasks to complete as well as the order in which tasks are completed
• This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable
• The work schedule is stable and does not fluctuate. 

Supervisory Responsibilities 

This position manages 4-6 Career Coaches as well as 2-3 Programs Coordinator 2s or 3s. 

Knowledge 

Education: Bachelor's Degree (4)  

Experience: 2-3 years of experience is required (4)  

Additional Language Required:  

Computers: All positions at IRCO require use of a computer and experience working with Microsoft Products including but not limited to Microsoft 365, Excel, Word, Outlook, PowerPoint, SharePoint, and Teams. 

Skills 

Communication: Regular communication inside and outside the organization to exchange ideas and gather information (5) 

Creativity: Regular need for redesign of a single focus process or procedure is needed (3) 

Effort 

Mental: There is regular variation in tasks and the job holder must decide which tasks to complete as well as the order in which tasks are completed (3) 

Physical: Position requires little physical effort such as lifting, carrying, or constant movement, but does allow for movement needed to complete work tasks (1) 

Responsibility 

Impact and Influence: Positions at this level have a minimal need or ability to analyze problem or concepts or make decisions on the information. Positions at this level have minimal impact and influence on organization operations, programs, expense or budgetary outcomes. (2) 

Work Independence: Positions at this level work under close supervision, usually function from a clear set of operating processes or procedures, and have work closely reviewed.  Little to no judgment and decision-making is required. (1) 

Planning: Positions at this level must be able to foresee issues associated with own work and identify future needs for supplies, equipment, resources which would stall operations or activities. (2)

Supervision: Positions at this level are not responsible for any supervisory functions or responsibilities, but may occasionally be asked to orient and/or train new employees or volunteers. (1) 

Working Conditions 

Environment: This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable. (1) 

Schedule: The work schedule is stable and does not fluctuate. (1) 

Required Engagement 

Engage fully in recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO’s mission, vision, and values-based initiatives.

What We Offer

IRCO is a very employee-friendly workplace and offers great benefit package to our staff:

• Many flexible working arrangements and schedule
• Amazing opportunity to work with people who come from all over the world
• Work that helps your community 
• 3 to 6 weeks of PTO per year 
• 401k match of over 100% on first 5%, immediate vesting 
• 3% match for student loans or college savings 
• 12 Paid Holidays and 1 Floating Holiday
• Medical & Dental insurance options with 85% coverage for employee AND Families, no deductibles
• Employer Paid Life, Short term, and Long-term Disability Insurance 
• Flexible spending account

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any characteristics protected by State and Federal law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.