Administrative Coordinator - Supportive Housing

Position Overview

The Administrative Coordinator provides essential administrative, operational, and compliance support to ensure the efficient functioning of the Innovative Urban Village supportive housing program.

Major Duties And Responsibilities

• Provide administrative support to program leadership and staff, including scheduling, correspondence, filing, and document preparation.
• Maintain organized, audit-ready program files, including service plans, assessments, incident reports, and compliance documentation.
• Manage office operations, including supply ordering, inventory tracking, and vendor coordination.
• Support onboarding processes for new staff, including training schedules, documentation, and system access.
• Data Management & Reporting
• Enter and maintain accurate data in CAPS, HMIS, and other required systems in collaboration with program staff.
• Conduct regular data quality reviews to ensure accuracy, completeness, and compliance with funder requirements.
• Aid in preparation of monthly, quarterly, and annual reports for ESSHI, OTDA, HRA, DOHMH, and internal leadership.
• Maintain compliance calendars, training logs, and documentation required for audits and monitoring visits.
• Compliance & Quality Assurance
• Ensure program documentation meets ESSHI, OTDA, and agency standards.
• Track staff training requirements and maintain updated training records.
• Support implementation of program policies, procedures, and operational protocols.
• Aid in incident reporting processes, including documentation, follow-up, and communication with leadership.
• Resident Support & Resource Coordination
• Aid residents with administrative needs related to housing, benefits, and resource access (e.g., printing documents, completing forms, coordinating appointments).
• Maintain updated resource lists for residents, including community programs, benefits access points, and supportive services.
• Support distribution of supplies, notices, and program materials to residents.
• Interdisciplinary Collaboration
• Collaborate with Case Managers, Housing Specialists, and the Economic Empowerment Specialist to support documentation and data needs.
• Work closely with the Director of Clinical Services to ensure clinical documentation is complete and compliant.
• Cook up communication between program staff, property management, and external partners as needed.
• Training & Professional Development
• Participate in ongoing training on trauma-informed care, DV best practices, data systems, and supportive housing standards.
• Engage in reflective supervision and contribute to a culture of learning, accountability, and continuous improvement.

Specifications For Education/Certifications/Licenses

• High school diploma required.
• Associate’s or Bachelor’s degree preferred.
• Training or certification in data management, office administration, or compliance preferred but not required.

Required Skills And Experience

• Minimum of 2 years of administrative, compliance, or data management experience, preferably in a social service or supportive housing setting.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Experience with data entry, reporting systems, and maintaining audit-ready documentation.
• Proficiency in Microsoft Office and comfort with databases and electronic record systems.
• Strong communication skills and ability to work collaboratively with diverse staff and residents.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated ability to work in a fast-paced, high-volume environment.
• Commitment to trauma-informed, culturally responsive service delivery.

Specifications For Physical Requirements

• Will be required to read printed and handwritten materials.
• Will be required to use computer mouse and keyboard.
• Will be required to read information on computer screen.
• Must be able to sit for extended periods of time.
• Must be able to enter information in digital forms and spreadsheets.
• May require occasional work outside established working hours, including evenings and weekends.

Pay

$65,000 - $70,000

Schedule

N/A