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Program Coordinator
3 months ago
Title: Program Coordinator Division: HOPICS/Housing Stabilization
FLSA: Non-Exempt, Full time Supervisor: Program Manager
Pay Range or Rate: $23.00-$25.00 per hour Revised: 09/13/2023
_________________________________________________________________________________ Summary
Under the direction of the Housing Stabilization Program Manager the Program Coordinator will be responsible for providing leadership, facilitating, and tracking training, onboarding, supporting staff, field-based de-escalation support, internal file auditing and new documentation implementation to ensure high quality provision of services. The Program Coordinator will be responsible for providing advanced level support all Housing Stabilization programs in the following core areas:
Essential Functions
● Must know, understand, and be able to articulate the mission, vision, and core values of HOPICS. ● Work collaboratively with Program Managers, Supervisors, Deputy Directors, and Direct Service Staff ● Meet with management staff on a weekly/monthly basis to discuss findings.
● Assist with creating new and innovative practices for case management teams.
● Obtain and maintain the working knowledge of all LAHSA/LACDA Funded Programs and their eligibility criteria.
● Provide support to the program staff in formulation of program procedures and timely dissemination to staff. ● Screening applicants – Scheduling Initial Interview (Coordination)
● Assist in developing and implementing client life-skills classes.
● Assist with coordination of special events/Meetings.
● Coordinate and Maintain calendar for Case Manager/Program Manager supervision, as needed. ● Provide administrative support/coordination with special projects as necessary.
● Prepare reports in conjunction with program managers in accordance with funding requirements. ● Assist with development of new processes as needed.
● Implement new documentation requirements as needed for ALL case managers.
● Must travel between HOPICS program locations to support Housing Stabilization programs. ● Understand and accurately articulate the HUD definition of homelessness and chronically homeless. ● Attending and recording all programs, department, funding specific and other associated meetings, and training as required or needed.
● Create complex excel spreadsheets that include macros enabled functions.
● Some evenings and weekends are required.
● Perform any other appropriate responsibilities as assigned by the Program Manager/Supervisor. ● Ability to understand and carry out oral and written direction.
● Maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2 and other funding requirements for audit purposes.
● Maintain appropriate boundaries with staff and partners; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values.
● Work with case managers to complete furniture requests, needed for time limited subsidy clients, and invoice tracking. Submit Furniture
●Requests to Vendor and Submit Financial assistance request once invoice is received.
● Enter program services as needed for time limited subsidy/ housing navigation/prevention programs. ● Run Bi-weekly Reports for all housing stabilization programs.
● Represent the Agency in a professional manner at meetings and community events.
● Prepare and arrange clients placed in inter-motel sites.
● Connect with Motel vendors to determine availability in accordance with our client’s needs. ● Prepare and submit all invoices for motel vouchers.
● Complete data tracking and Audits for Housing Stabilization Programs including digital information. ● Regular attendance required.
● Other duties as needed.
Training
● Assist with curating necessary training for case management teams.
● Facilitate internal training for TLS programs as appropriate.
● Track and monitor training for case management teams.
● Identify needed external training across TLS programs.
● Develop workshops and train staff to improve documentation and contract compliance. ● Develops systematic way to monitor client files, HMIS data quality and integrity.
● Facilitate TLS onboarding and orientation process to incoming case managers.
Auditing & Program Compliance
● Assist with development of new processes as needed.
● Audit LAHSA/LACDA documentation and client files across Housing Stabilization programs ● Track and monitor report audited files per program.
● Streamline all auditing processes across contracted LAHSA/LACDA Funded programs. ● Work collaboratively with the Quality Assurance and Data Teams
● Submit weekly and monthly reports on training objectives and internal auditing.
● Ensure hard copy and electronic files are congruent.
● Work with Data Specialist to ensure data entry compliance into HMIS systems within 24-48 hours. ● Oversee and analyze collection of program data related to trends, productivity, contract performance, outcomes, demographics, and integration efforts.
● Coordinate and monitor program satisfaction, including the client flow process, case management engagement, and ongoing delivery of services.
Case Management Support
● Must be familiar with and able to provide support to case managers on program related documents including but not limited to individual service plans, psycho-social assessments, Housing for Health documentation, and internal HOPICS documents.
● Provide case management support to all LAHSA Funded programs, as needed.
● Provide guidance to case management staff on field-based practices.
● Work with direct service staff to ensure maintenance of and accurate documentation in client files for service coordination/case management, housing placement, move in assistance, community re-integration and any other additional services provided.
Secondary Functions
Perform other duties as assigned by the Senior Manager, Program Managers, Supervisor, and or Executive Leadership
Minimum Qualifications - Knowledge, Skills and Abilities Required
Associate degree in social services state approved college or university, or other administrative, customer service, social work, or case management business with a minimum (1-2) years job related experience working with homeless individuals and families; case management and homeless program experience preferred. OR two years’ experience working in social service field; case management and homeless program experience preferred. If in recovery, a minimum of three (3) years of being drug and alcohol free is required. Working knowledge of Microsoft Word, Excel, and other database programs. Knowledge of resource development, case management and documentation. Ability to work with clients from diverse cultural, ethnic, and socio-economic backgrounds. Ability to communicate effectively, both written and orally. Verification of Employment Eligibility and Background Clearance. TB test required every year or as needed. CPR and First Aid Certification required every two years or as needed with company and valid Driver’s License and auto insurance required. Reliable transportation is required. Ability to communicate effectively, both written and orally. Experience working with homeless families and children, DCFS as well as experience with placing homeless families into permanent housing.
Supervisory Responsibilities
This position does not have any supervisory responsibilities.
Environmental Conditions (Working Conditions)
This position is responsible for working in “client friendly” environments and is required to visit other shelters and homeless access centers as part of their duties. Local automobile travel is required. There is some responsibility to work in noisy environments where children and adults are present.
I have been given a copy of this Job Description. I understand that I may be asked to perform duties not listed in the description and that management may change this position description at any time, according to Agency needs.Special Service for Groups is an Equal Opportunity/Affirmative Action Employer
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