February 5 - JFS Monthly Insider

MONTHLY Insider Welcome to the updated Monthly Insider!

We value your feedback and welcome any suggestions to enhance our offering.

MARCH 5TH 2024 ISSUE

Take the JEDI Survey Today!

DO YOUR CYBER SECURITY TRAINING

The JEDI Survey is available! The JEDI Survey is important to make sure that JFS is making the most inclusive environment possible for all staff.

The 2024 Cyber Security Training is available on the PHI portal. There are two training classes, Cyber Security Training & HIPPA Security and Privacy (managers, get 3 trainings, yahoo!).

Complete the survey here. Your feedback is important.

Each training is under 30 minutes. Please watch the videos and take the quizzes. The training must be completed by March 6. The trainings are mandatory, so be sure to make time to complete them.

EMERGENCY TEXTING Thank you for submitting your cell numbers for the Agency Texting Program.

On Thursday, March 29 at 11am, you will receive a test text. Please follow the instructions in the text.

If you do not receive a text from JFS on 3/29, please reach out to Patty Hoyt or Sydney Schmidt.

After logging into PHI, tap on MY PORTAL, then tap on TRAINING (1) in the dashboard On the PHI dashboard you will also find the Micro Training tab (2), ESS score (3) (Employee Secure Score-keep it above 500!) and your To-Dos (4) to improve your score. Remember, it is our job to keep all Protected Health Information safe. The higher your ESS score the closer you are to winning our contest! Winners announced in April.

If you have trouble logging into the PHI portal, please contact Patty Hoyt.

WHAT’S HAPPENING IN NIAGARA FALLS? By: Jaimi Stapf, Director of Niagara Falls Programs On 1/17/24 the Niagara Falls Resettlement team marked the 2-year anniversary of our first arrivals into our newly established affiliate office.

It was very fitting that this day was also very snowy and cold just as it was in 2022 when I picked up our first Afghan arrival just about 5 weeks into my journey here at JFS. Since that snowy day in January two years ago the Niagara Falls program has grown tremendously both programmatically and staff wise. What started off as just me and one case worker working in two programs has evolved into 9 programs (both refugee and community based), 12 active employees and 8 open positions. Last year alone across all programs the Niagara Falls office met the needs of about 190 individuals from diverse backgrounds, cultures, and varying needs.

Looking ahead to future of the Niagara Falls Division, we, like many of at JFS, are looking forward to the opening of our own JFS office in Downtown Niagara Falls early in 2024. With this permanent location we hope to build programs to support the community around us and develop a new sense of home and community to those we resettle in Niagara Falls and Niagara County as whole.

Please be on the lookout for upcoming Niagara County and Niagara Falls office Sponsored events in the coming months.

Turning the Page on Facility Management with WorxHub

By: Todd Warfield, Facilities Manager

Spring 2024 brings a significant culture change for JFSWNY as we reveal our new main offices, four additional new satellite offices, and diverse workspaces. Alongside our evolving virtual and shared work models, this marks a shift in how we manage our new physical facilities.

Our motto is simple: "Work Smarter, Not Harder." We are excited to introduce WorxHub, a cutting-edge facility management system, for everyone in our organization. This tool is designed to simplify our daily tasks, handling everything from urgent requests to scheduled and long-term projects.

In our fast-paced environment, it's easy to overlook small issues or casually mention them to our facilities or housekeeping staff. If we don’t write something down, we will probably forget it. WorxHub is here to help, tracking requests, automating work orders, and ensuring accountability from our vendors. Whether it's completing a maintenance task, setting up an event, or any other facility-related service, WorxHub is your go-to platform. There’s even a mobile platform for work orders on the fly!

Our journey with WorxHub started successfully in 2023 with JFS managers. Now, as our organization grows, we're happy to extend software access to all interested staff. While a WorxHub account is a must have for managers, all staff can request access by emailing me at the address below.

When you request an account, we will provide you with login information and a presentation guiding you through setting up your first work order.

We try to make the first sample work order fun, and have you create a silly work order that we’ll know isn’t real. It lets us know you’re up and trained on the system and gives us a chance to communicate back with you.

Common work order requests could cover various issues like a malfunctioning desk chair, a jammed file cabinet drawer, requests for extra keys, moving furniture or equipment, clogged restroom fixtures, lack of restroom supplies, burnt-out light bulbs, and office furniture adjustments. For larger issues, consult with your supervisor to ensure alignment with departmental budgets.

Regular requests also include organization-wide issues like housekeeping requests, security service requests, copier malfunctions, specialized trash or shredding services, and event support. If in doubt, submit a request, and we will categorize it accordingly.

Scheduled work orders typically address annual organization-wide tasks like safety checks for fire extinguishers and smoke alarms, annual cleaning tasks, and monthly digital lock changes.

Emergency work orders need immediate attention and require a direct call to facilities or senior staff. While these requests should be entered into the system for tracking, reaching out to a live person, facilities staff, your manager, or senior staff, is recommended for quick action. Emergencies include fires, situations requiring emergency services (police or paramedic), major structural issues, severe heating or cooling malfunctions, and problems with security or alarm systems.

In the event of an emergency warranting it, staff are always empowered to call 911 to respond to emergencies first. Senior or facilities staff should be notified (by the responder or nearby staff) as soon as possible after calling 911.

Issues with JFS desktop, virtual and mobile phones are handled through Patty Hoyt (PHoyt@jfswny.org) and IT issues are still handled through MVP (support@mvp.com).

WorxHub also creates automatic weekly reports, and utilizes an online dashboard, keeping priority issues at top of managers and vendors to do lists.

We have also started doing regular housekeeping and random satisfaction surveys to keep improving.

Benefits of Using WorxHub Facility Management Software: Efficiency: WorxHub streamlines requests, saving time and ensuring prompt task completion.

Transparency: Real-time updates and communication keep requesting staff informed at every stage.

User-Friendly Interface: WorxHub's design ensures easy navigation for everyone.

Feedback Loop: Your feedback enhances our services, fostering continuous improvement.

By empowering you as a requestor, WorxHub helps us provide exceptional facilities service and maintain our new workplaces as the amazing spaces they will be. If you have questions or need assistance with WorxHub, feel free to reach out to me at TWarfield@jfswny.org or 716-883-1914 x 401

Baitullah Hameedi featured in the Rochester Beacon!

By: Danielle Bernas, Director of RICH Our former colleague Baitullah was a shining example of strength, perseverance, and compassionate advocacy. He brought his wit, passion for helping others, and drive into his work as the Afghan Cultural Broker for TST-R. He not only positively affected his colleagues but also the Afghan youth, their families, and the Afghan community here in Buffalo by lending his cultural and linguistic expertise. He attended many, if not all Afghan-led events, cultural exchanges and celebrations, community events, and trainings to better serve his community.

Baitullah had a significant impact at Lafayette International HS, where he played an integral role in helping the Afghan youth and families, school administration, and the rest of the TST-R team. He advocated for his community, striving to ensure that basic needs were met and providing education on navigation of systems to help families independently meet those needs. He provided case management, took students to appointments, connected families to basic needs, worked on skill-building in groups, and helped students connect to individual counseling. He advocated for his community continuously and tirelessly. If not for his advocacy, Lafayette may not have instituted a Ramadan meeting to get Muslim students a space to pray, as well as an alternative location to stay while fasting.

Baitullah left an imprint on the school. Afghan students of all grades, after getting to know him and seeing how he championed and cared for their wellbeing, were constantly at the door seeking him out. Students not typically seen speaking to anyone were actively conversing with him.We saw a reduction in behavioral concerns, and students struggling academically found that they had an ally. Baitullah not only demonstrated the effectiveness of the TST-R model, but he demonstrated his own strength and compassion by helping others to his best ability, particularly when it came to those that couldn’t help themselves, while also advocating as an asylee himself. Baitullah continues to advocate for the Afghan community, currently working at the University of Rochester as a visiting scholar to continue honing his skills and gain a larger platform from which to advocate.

To read the article in the Rochester Beacon, click here.

Baitullah (right) at a Seminar at the Indian Social Institute in New Delhi

REMEMBER TO COMPLETE THE CLEANING SURVEY! For those that have completed the Quarterly Facility Cleaning cleaning survey, thank you!

If you haven’t yet, please complete the survey here. Your input is important in maintaining great facilities!

OPEN Refer a new employee and get a bonus!

JOBS Every two weeks, JFS staff receives an email titled, "Job Referral Opportunities."

To ensure that you receive credit for the referral, make sure that the applicant either uses the links provided in the email or lists your name as the referring party.

Click here for all the open positions at JFS.

Virtual Mind/Body Yoga Series November thru February Learn more & register for Mon evening sessions Learn more & register for Weds morning sessions

Thanks to our Amazing Volunteers!

A volunteer appreciation event will be hosted on February 15th between 11am and 1pm at the Crane branch of Buffalo Public library.

The address is 633 Elmwood Ave and the event will be on the second floor.

Please join us to say thank you and celebrate all of the amazing volunteers here at JFS !

2/7, Danielle Bernas, RICH 2/10, Fatima Slimani, RICH

HAPPY WORKIVERSARY Abdullah Bitar Children’s Health Home, 1 YR

REGISTER FOR MONDAY

REGISTER FOR WEDNESDAY

Jennifer McNamara Human Resources, 4 YRS Laura Shucard Behavioral Clinic, 1 YR Lien Truong RICH, 2 YRS Madeline Hjlmarson Children’s Health Home, 1 YR Renee Fearon Behavioral Clinic, 17 YRS Wasa Murphy NF Resettlement, 2 YRS

Insider Contributors: Meghan Stith Molly Carr Matilda Lorenzo Kara Kane Sierra Johnston

Jennifer McNamara Lauren Maguire Todd Warfield

Dalaina Howell Danielle Bernas Jaimi Stapf Dasha Valuyskaya Patty Hoyt

Have an idea for the Insider? Want to submit an article? Want to promote an event?

Submit your ideas here!