Grants and Data Quality Assurance Manager

About the Organization:

FACETS is a non-profit organization that opens doors by helping parents, their children, and individuals who suffer the effects of poverty in Fairfax County. We meet their emergency needs through our wrap around services and community partnerships, and help individuals and families experience safe and stable housing after years of uncertainty and instability. We strive to ensure that every person in our community has a place they can call home. Here at FACETS, every team member plays a role in making a difference in the lives of our most vulnerable neighbors.

Duties and Responsibilities:

Grant Applications and Reporting

• Manages tracking and reporting processes of funders through the development and maintenance of grant application and reporting calendars, funder revenue spreadsheets, and a contract management database.
• Tracks grant goals and benchmarks, as to prepare regular reports on progress; systematically analyzes awarded grants to produce required monthly/quarterly/annual reports.
• Coordinates with program staff to review grant applications and funded grant reporting requirements.
• Acts as a liaison for contract requirements that pertain to communications and reporting requirements of grant awards.
• Consults and advises key management and program personnel as needed for developing strong, data-based content and strategies for submission of high-quality grants; may include direct grant writing or editing.
• Oversees the maintenance of grant files in accordance with program requirements and agency guidelines and ensures appropriate access to grant files.
• Coordinates with financial staff to monitor program spending and processing of payments; ensures all grant funds are properly accounted for.
• Assists in managing the FACETS budget for program expenditures, including tracking and reporting leveraging, for all Preventing and Ending Homelessness programs
• Prepares proposals, reports, and statistics for submission to funding sources under the supervision of Senior Directors of Programs.
• Submits reports to the Virginia Department of Social Services (VDSS, also known as DSS) on a quarterly basis.
• Coordinates with the FACETS’ Next Steps Program Director to submit Coordinated Services Planning (CSP) Referral Reports on a monthly basis.
• Contributes to other reports as needed.

Quality Control

• Ensures preparation for audits, and compliance with all documentation requirements, through random audit or spot checks of client files in all programs to include review of direct assistance funding requests.
• Liaises and partners with external agencies to support third-party analysis of agency data, including data analysis performed in conjunction with local government or universities as well as partner agencies who perform services on behalf of the agency
• Serves as designated agency or department lead administrator for all client data systems, including both internal agency data systems and externally-based systems such as HMIS, and the HUD Client Management System, amongst others.

HMIS Lead Super User

• Serves as the Lead “Super User” for FACETS in participating in the Homeless Management Information System (HMIS) established by the Fairfax County Continuum of Care (CoC). As primary point of contact to the OPEH HMIS team, distributes information to FACETS staff and perform specific data quality updates required by OPEH on an ad hoc basis, including submission of improvement plans.
• Coordinates with Area Continuum of Care Lead Agency HMIS Administrator and agency supervisory staff for completion of a comprehensive review of all federally mandated data required to be included in HUD’s Annual Homeless Assessment Report reportable to the US Congress.
• Facilitates completion of the federally mandated annual Point in Time Count and Housing Inventory Count of all clients and agency housing stock for reportable programs.
• Coordinates amongst the HMIS Super Users for each of FACETS’ programs to ensure staff complete certification/annual recertification. Documents and submits all Super User changes to OPEH.
• Submits data quality reports on a monthly basis, coordinating with the Program Super Users.
• Serves on a Super User Committee as determined by OPEH and ensures that one FACETS Super User fills a required Chair or Co-Chair position on a Committee.

Staff Training

• Trains staff in the use of client data or performance systems in accordance to staff position and responsibility, as well as in general funding requirements.
• Develops program manuals, training manuals or videos, live presentations, utilizing PowerPoint and/or direct demonstration, or other one-on-one or group support.

Other

• Maintains up-to-date knowledge of HUD regulations, Emergency Solutions Grant and Virginia Homeless Solutions Program, Housing Choice Voucher and other subsidized housing programs, and Tenant/Landlord Act, Virginia Eviction Laws, and Fairfax County Partners Portal
• Supports agency communication and reports by performing in-depth data analysis to identify populations currently served, identify service gaps, and show areas for development.
• Attends various regional meetings and Housing Opportunities Collaborative Meetings throughout Fairfax County and generates and distributes housing resources to FACETS staff.
• Cultivates and maintains strong collaborative working relationships with management, program staff, and contract managers.
• Participates in program staff meetings and conferences to share ideas and plans
• Promotes inclusion by serving on internal or external committees or other such relevant working groups, performing analysis of program data on populations served and not served, developing specific materials for staff training, direct integration of these principles into service delivery or administrative manuals, and/or informing agency leadership of challenges to inclusion and providing recommendations of changes to service or administrative processes to promote principles of inclusion.
• Represents FACETS in the community, in accordance with Agency Mission, Vision and Code of Ethics.
• Performs other duties as assigned.

Required Skills/Abilities:

• Master’s Degree in Social Work, Public Administration, Non-Profit Studies or related field preferred
• Minimum of five (5) years’ administrative experience to include experience with HUD and/or CoC funded programs and associated responsibility for reporting and data quality/analysis or similar programs related to homeless management.
• Minimum five (5) years’ database experience to include the Homeless Management Information System (HMIS), as
• well as the ability to design and implement new data systems internally
• Excellent writing, editing, analytical, verbal, and interpersonal skills
• Proficiency in Microsoft Office suite and a variety of data systems; experience entering and retrieving data using computer systems, systems applications, and other office equipment
• Ability to work as a team player in collaboration with multiple programs and divisions to garner information and data
• Excellent customer and client service
• Personal integrity and confidentiality
• Ability to respond to time-sensitive or stressful situations with flexibility and in a professional manner
• Ability to make independent decisions when circumstances warrant such action
• Highly organized, detail-oriented, and able to work in a fast-paced environment to meet deadlines
• Preferred: experience with grant writing and development
• Must pass criminal background and Child Protective Services background checks.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to attend occasional meetings at other FACETS office locations within Fairfax County, including 3 annual organization-wide fundraising events each year.

Salary Range:

$60,000 – $70,000 annually

FACETS offers a competitive salary commensurate with qualification/experience.

Benefits:

• Paid medical, dental, and vision insurance for full-time employees with competitive family rates and 3 medical plan options.
• Paid Basic Life Insurance with an option to buy additional coverage
• 403(b) retirement plan options with generous matching
• Generous leave package for full-time employees: paid annual vacation and sick leave, 11 paid holidays per calendar year plus 3 floating holidays to use within the fiscal year; 12 weeks of maternity leave; paid bereavement leave
• Flexible Spending Accounts (FSAs) for healthcare and dependent care
• Long-Term Disability, Short-Term Disability 100% employer paid
• Free Employee Assistance Program (EAP)
• Reimbursement of work-related expenses including portions of mileage, cell phone and data expenses
• On-going professional development and training; reimbursement for portions of tuition, training, or (re)certification in areas related to current position

Everyone at FACETS is driven to make a difference in the lives of our neighbors experiencing homelessness, hunger, and poverty. FACETS is committed to fostering, cultivating, and preserving a culture of diversity, equity, inclusion and belonging. FACETS is an equal opportunity employer with a culturally diverse work environment. Our welcoming community encourages collaboration across programs for our rewarding work.

How to Apply:

Interested candidates may apply by sending a resume and cover letter to employment@facetscares.org.

Equal Employment Opportunity M/F/D/V.