Program Assistant - Housing

Job Summary

The Program Assistant will provide administrative and clerical support to supportive housing programs under the direction of the Clinical Director of Housing, including permanent supportive housing, transitional housing, and re-entry programs. They will manage systems of communication and documentation between the clinical teams, administrative roles, and external stakeholders to ensure compliance.

Responsibilities

• Provide support to program leadership with team operations; i.e. attendance at team meetings, maintenance of contact lists, completion of tracking forms and logs, etc.
• Develop and maintain housing resource trackers to simplify housing search process and streamline communication with property partners
• Support with administrative functions of teams; i.e. supply management, mail distribution, petty cash, food orders, etc.
• Cookordination assistance from other departments to address team needs, i.e. Maintenance, Information Technology, etc.
• Monitor staff data entry and compliance in HMIS, with support from HMIS Agency Technical Administrator.
• Provide on-site support to employees and coverage to reception/open access as needed
• Ensure client documentation is received and scanned into appropriate systems.
• Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.
• Assign due dates to employees regarding IM+CANs and LOCUS completion
• Support clinical teams with linkage to Statewide Referral network for clients, and support ongoing efforts to transition clients towards alternative permanent housing pathways.
• Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists
• Complete tracking forms i.e. housing instance tracking forms, emergency room tracking, etc. for teams supported
• Aid in recognition announcements and planning of employee appreciation activities

Qualifications

• Must have one of the following: GED or High School Diploma, Associate’s or Bachelor’s degree in any field
• Demonstrated work experience in an administrative, clerical, or site management position
• Thorough knowledge of Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools
• Excellent customer service and organization skills
• Ability to be flexible and adaptable in a variety of situations