organization paper

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The Haven Initiative

Department of Social Work California Baptist University

SWK 573-B Social Work Management & Leadership

April 28, 2021

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Name of Agency/Business The Haven Initiative Vision Statement Bringing refugees and immigrants a safe place for services and flourishing. Mission Statement To provide comprehensive care through a team of caring professionals and in collaboration with

community partners to establish the building blocks of restoration for our neighbors.

Executive Summary The proposed project is named The Haven Initiative (THI). THI is a global 501(c)(3) non-profit,

non-governmental initiative which seeks to work with a variety of different stakeholders to serve

refugees and immigrants. The mission of THI is to be an empowerment hub for refugees and

immigrants through different social services and programs. In essence THI seeks to serve as one

of the main points of contact to refugees and immigrants upon entry to the U.S. Generally, THI

will commit to providing qualifying clients wraparound services over the course of two years.

Modeled closely after wraparound services, THI will seek to assign an interdisciplinary team to

each client. Funding for the THI will come from grants, private funders, and donations. In the

fight for accessible services for immigrants and refugees, THI will collaborate closely with

groups who have voiced their support towards the displaced populations described above.

Program Concept

A main service provided by THI will be case management. Case managers will be

LCSW, LPCC’s, or LMFT’s and will work in an interdisciplinary team along with three other

individuals who will assist in collateral case managements. The rest of the team is comprised of a

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physician assistant or registered nurse, a legal advocate, and a peer support coach. THI will have

ten teams with a caseload of 25 individuals. Case management will be conducted with

wraparound services, including in-home/facility visits and in-court accompaniment. All

individuals in the team will receive extensive 6-month training on trauma informed care and

serving marginalized populations (specifically tailored for services with refugees and

immigrants). Wrap around services entail that the entire team will follow up on the client’s well

being and share the journey for two years, unless the client should opt out.

The team will be led by a licensed social service/mental health professional who will

oversee the needs and services provided to the individual. They will also address mental health

concerns and provide solution-focused brief therapy to clients for the first 6-months of services.

THI will partner with counseling centers who can provide clients with individual psychotherapy

as needed. The medical professional will work with clients to establish health goals and monitor

general physical wellbeing. The legal advocate will be responsible for providing clients with

legal resources, work closely with attorneys, and accompany clients to court proceedings as

needed. The peer support coach will be an individual who is familiar with refugees/immigrants

or has experienced the same circumstances. They assist the client with social support, run

support groups, and connect clients to social networks. In addition, THI will have three

supervisors with a doctorate level degree in social services, mental health, or leadership who will

receive training to work with special populations and trauma informed care. The supervisors will

be in charge of directing linkages and collateral case management.

A second main service of THI will be support groups. Each client will be placed in four

different support groups in the duration of the two year program. The support groups will be

facilitated by various peer support coaches. The purpose of the support groups is for clients to

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feel they are not alone and to provide a safe place they can share their experiences. Support

groups will meet for an hour once a week, for three months. Support groups will have open

enrollment in order to accommodate new members in the groups as needed. Each support group

will be encouraged to participate in social support networking events twice a month in which

clients can meet members from other groups and enjoy a dinner and sharing time.

Social support networking events will be a critical component of the THI program design.

Each event will be specifically tailored and curated to specific populations in order to

accommodate for language translation, food, and activities. The events will have several goals,

first one main goal is to assist clients into transitioning to the new culture they are in while

staying connected to their own. Second, the social events aspire to connect clients to others in

order to assist in building a social support network well beyond the program. Last, the purpose of

the dinner is to offer the clients an opportunity to participate by either cooking or baking as they

showcase something they enjoy doing.

Third, THI will collaborate with other non-profits and service providers in order to

provide linkages and warm hand offs with clients. Supervisors will work alongside stakeholders

to provided collateral case management. Supervisors along with case managers will host sponsor

events, fundraisers, social support networking events, and skill building workshops for the

clients. For example, THI will partner with local vendors who would offer workshops to clients

teaching simple trades such as baking and sowing. Local artists will also provide workshops

were clients can learn artisan skills. Clients who remain with THI for the two year period or

choose to move on prior to the two years will experience a warm hand off to another provider

and to the next stepping stone as needed (i.e. employment, housing). THI will seek to establish

long standing partnerships with stakeholders and connect clients to different services as needed.

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THI will seek to expand globally in order to become an international service organization which

can provide services and partnerships around the globe.

Marketing/Advertising

Marketing strategies will include global marketing, digital marketing, and societal

marketing. Since THI is a non-profit, non-government organization which serves marginalized

and vulnerable populations, marketing will rely on reaching clients at local, regional, and

international levels. is important for THI clients to know the organization is not government

funded in order to diminish fears associated with government interference, especially when there

are documentation concerns. In addition to the marginalized populations clientele, THI will focus

on marketing to donors. Societal marketing will allow THI to identify and meet consumer needs

(in this case donors) while measuring the societal impact of services. The objectives of the

societal marketing campaign will be on human welfare and changing negative attitudes and

beliefs toward refugees and immigrants (NSMC, 2021). Digital marketing will include social

media platforms as discussed below.

Advertising will primarily be done via online and social media platforms. THI will have a

user friendly website that will allow users to easily locate the giving portal. The website will

provide access to a blog and a digital monthly newsletter available upon subscription. It is

anticipated that majority of the public engagement will be through social media platforms,

therefore THI intends to have social media presence in the following outlets: Instagram,

Facebook, and Twitter. The social media management and marketing team will ensure content is

timely and regularly up to date. Advertising will also include paper brochures that can be handed

out during networking events and placed within offices who serve the target population.

Brochures will be translated in different languages to facilitate client engagement.

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Organizational Structure

THI will be regulated by a board of directors that is comprised of 12 individuals. The

board will be responsible for the policies developed in the organization and will form three

committees in order to manage specific policies for the three program areas in THI. The

administrative staff for THI will be comprised of the executive director, an assistant director,

financial director, program supervisors, case managers, and a marketing manager. Additional

paid and volunteer personnel include legal advocates, peer support coaches, and office staff.

Trained medical professionals and translators will be contracted with. Furthermore, THI will

have five major department areas: wraparound services, fundraising, volunteer coordination,

marketing, and operations development.

• Executive Director: this individual will work with the board of directors and ensure

instructions are being carried out. The executive director will be responsible for

overseeing overall general operations of the organization.

• Assistant Director will assist the executive director in achieving the organization goals

and will be the head of the stakeholder and community partnership engagement. The

assistant director will manage external contracts with partner organizations and work

with program supervisors in order to nourish existing partnerships. This individual will

also lead the human resources team.

• Financial Director: will oversee and direct fundraising, donor stewardship, and general

finances. The financial director also works closely with the board of directors, executive

director, assistant director, and marketing manager to ensure financial goals are being

met.

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• Program supervisors: will collaborate with the assistant director for fundraising events

and will manage operations development. Program supervisors are also responsible for

assisting case managers with collateral case management and linkages while maintaining

community partnerships.

• Case Managers: will oversee the wraparound services with assistance of the other

professionals in the team and will also be responsible for overseeing volunteer

coordination for wraparound services and social support events.

• General Office Staff: depending on the location general office staff will be comprised

of:

o intake coordinators: responsible for scheduling and screening applicants. The will

assist case managers with scheduling.

o receptionists/office assistants who will receive training in order to be able to assist

within the department areas previously mentioned.

• Legal Advocates and Peer Support Coaches will assist the case managers with

collateral case management and with volunteer coordination as needed. Peer support

coacher will run groups and assist clients maintain a social support network ‘portfolio.’

Legal advocates will serve as a liaison between client and attorney, assist with securing

translators, and perform court accompaniments.

• Marketing Manager: will employ volunteers as needed for marketing and advertising

media management. This individual will oversee operations in the marketing department

and collaborate with the Financial Director on special projects.

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Detailed Budget

Income FY 2021

Grants $450,000

Corporation Donations $500,000

Fee for Service $600,000

Contracts & Services $476,000

In-Kind Donations $350,000

Fundraisers $400,000

TOTAL $2,776,000

Expenses FFY 2021

Salaries $800,000

Hourly Wages & Benefits $760,000

Insurance/Legal Fees $50,000

Technology (internet, computers, software) $130,000

Office Supplies $10,000

Utilities $24,000

Marketing $52,000

Training & Volunteer Appreciation $255,000

Payroll Taxes $150,000

Program Expenses/Translation Services $520,000

Travel $25,000

TOTAL $2,176,000

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Financial Plan

One of the main sources of income for THI will be through grants. THI will actively

pursue government, foundation grants, and capital grants. The executive director, financial

director and assistant director will be in charge of grant writing, they will utilize a grant funding

software in order to manage said task. The grant writing team will use grant volunteers to assist

in carefully reviewing eligibility criteria and with drafting the initial proposal.

Funding from private/public foundations and corporations will also form a major aspect

of funding. These grants will include family foundations and community funds. To address

single initiatives, THI will use capital campaigns in order to help fund expenses for the cause.

According to CallHub (2021) capital campaigns will require a steady timeline that can assist in

ensuring a successful funding experience. After months of courting donors and doing research,

THI will host major events and press conferences in order to announce the campaign.

Individual donors and fundraisers will for the third largest source of funding for THI.

Engaging individual donors for fundraisers will primarily take place via social media and digital

newsletters. The THI website will be user friendly and allow for easy giving. THI will also use

peer-to-peer campaigns such as marathon events with the opportunity to use sponsors. Potential

donors will be provided with the unique chance to attend social support networking events so

they can see first-hand some of the work THI is doing. Furthermore, THI intends to use annual

appeals as a means to engage new donors and cultivate current giving trends.

Once approved for funding, the executive director and grant volunteers will cultivate the

relationship by staying in touch with the funder in a timely manner. First, there will be a phone

call to the funder/foundation director, followed up by a thank you basket with THI merch (all

recycled and biodegradable). THI will maintain constituent profiles up to date by engaging in

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active research and developing donor stewardship strategies to identify potential donors.

Cultivation will include special events such as donor appreciation dinners, giveaways, and

special perks to those who are currently giving.

Last, THI will require the use of fee-for-service for specific departments. Contracts with

other agencies and regional districts will allow THI to charge external stakeholders for trainings,

continuing education opportunities, and networking memberships. Program services are free of

charge for qualifying individuals and a sliding scale will be utilized for all other clients which

will provide a small portion of revenue.

Human Resources

Talent management will be led by the assistant director who will hire HR consultants to

assist with the development and oversight of HR compliance. Recruitment will take place using

online hiring tools and services and job listings will be updated regularly on the organization’s

website. To ensure top talent is being recruited, the interview process will be in three phases

summing to last interview with either a board member or the executive director.

THI will develop a creative compensation strategy that will seek to emphasize benefits

including free childcare and discounts to Parks and Recreation activities. THI aspires to provide

medical, life, and 401(k) benefits. Main staff members will receive salaries while office

personnel and contract workers will receive stipend pay with the opportunity of hourly wages

depending on their role. In regards to culture building, THI’s unique wraparound teamwork

approach will facilitate for team building events and bi-monthly half-day retreats (Astron

Solutions, 2021). THI operates from a servant leadership framework in which all program

leaders and team members emphasize serving others. All team building events will seek to

further cultivate a servant leadership framework (Greenleaf, 1998).

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Retention strategies will include the compensation components described above in

addition to self-care days allotted throughout the week so wraparound team members do not get

burned out. THI will seek to ensure every office location has a designated place to relax

equipped with a fountain of water, snacks, and calming music. THI will also host staff and

volunteer appreciation activities and events.

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Appendix

Sample Job Description

Job Posting: Executive Assistant to the CEO (adapted from https://www.aspeninstitute.org/wp- content/uploads/files/content/docs/ande/Executive%20Assistant%20Job%20Description%20%28for %20Lisa%20Hall%29.pdf)

Job Description: Executive Assistant to the Executive Director Job Description: Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. In addition, the Executive Assistant will manage specific areas of Human Resources and work closely with HR consultants. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Roles and Responsibilities

Executive Support • Completes a broad variety of administrative tasks for the President & CEO including:

managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel- related meetings.

• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.

• Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO/President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.

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• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Board Support and Liaison

• Serves as the President's administrative liaison to Calvert Foundation's board of directors • Assists board members with travel arrangements, lodging, and meal planning as needed

Maintains discretion and confidentiality in relationships with all board members • Adhere to compliance with applicable rules and regulations set in bylaws regarding board

and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings

• Facilitates cross-divisional coordination of travel and outreach plans Strategic Initiatives and HR

• Works with various department areas in coordinating outreach activities • Follows up on contacts made by the Fundraising Director and supports the cultivation of ongoing

relationships • Edits, and creates acknowledgement letters from the CEO to donors • Manages components of Human Resources departments as needed and works closely with HR

consultants Communications, Partnerships, and Outreach

• Edits and completes first drafts for written communications to external stake holders • Oversees partnership and stakeholder engagement outreach coordination

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors

• Expert level written and verbal communication skills • Demonstrated proactive approaches to problem-solving with strong decision-making capability

Emotional maturity • Highly resourceful team-player, with the ability to also be extremely effective independently • Proven ability to handle confidential information with discretion, be adaptable to various competing

demands, and demonstrate the highest level of customer/client service and response • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced

environment • Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

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• Bachelor's degree required, Master’s preferred • Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably

in a non-profit organization • Experience and interest in internal and external communications, partnership development,

and fundraising • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and

Social Media web platforms. • Previous HR experience preferred but not required

About the Haven Initiative THI is a global non-profit, non-government agency committed to providing holistic wraparound services to asylum seekers, refugees, and immigrants. THI is proudly serves thousands of individuals a year and provides unique skill-building and social support opportunities to each client. THI seeks to be a leader in social welfare and international relations by partnering with different offices around the globe. Together we make THI a safe place for services and flourishing.

Comments: Excellent benefit package that includes medical, life, 401(k), free childcare and more. No phone calls please. Interested Candidates should forward a resume to [email protected] with Executive Assistant in the subject line.

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Sample Brochure

FY 202

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Sample Webpage

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Sample Social Media (Instagram)

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Sample Newsletter

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References

Astron Solutions. (2021). Nonprofit HR – Complete Overview for Small Organizations.

https://astronsolutions.net/nonprofit-hr/

CallHub. (2021). Applying for grants? Here’s a complete list of various types of nonprofit

grants. https://callhub.io/types-nonprofit-grants/

Germack, A. J. (2014). Essential Business Skills for Social Work Managers. Routledge. Print.

Greenleaf, R. (1998) The Power of Servant Leadership. Berrett-Koehler Publishers. Print.

NMSC. (2021). What is social marketing?. https://www.thensmc.com/content/what-social-

marketing-1