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Program Coordinator

2 months ago

Los Angeles, United States Special Service for Groups, Inc- HOPICS Full time
Job DescriptionJob DescriptionSPECIAL SERVICE FOR GROUPS, INC
Job Announcement_________________________________________________________________________________
Title: Program Coordinator                                        Division: HOPICS/Housing Stabilization
FLSA: Non-Exempt, Full time                                   Supervisor: Program Manager
Pay Range or Rate: $23.00 to $25.00/Per Hr.           Revised: 9.5.2024
_________________________________________________________________________________SummaryUnder 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 for Housing Navigation Families and Singles 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 housing navigation teams.
  • Obtain and maintain the working knowledge of all LAHSA/DPSS 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 enrollment events.
  • Assist with coordination of special events/Meetings.
  • Coordinate and Maintain calendar for Housing Navigator/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 staff directly under the program.
  • 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 housing navigators to complete furniture requests, needed for housing navigation clients, and invoice tracking.
  • Enter program services as needed for housing navigation families and singles programs.
  • Run Bi-weekly Reports for housing navigation programs.
  • Represent the Agency in a professional manner at meetings and community events.
  • Complete data tracking and Audits for Housing Navigation Programs including digital information.
  • Regular attendance required.
  • Other duties as needed.
  • Assist with curating necessary training for case management teams.
  • Facilitate internal training for Housing Navigation programs as appropriate.
  • Track and monitor training for Housing Navigation teams.
  • Identify needed external training across Housing Navigation 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 Housing Navigation onboarding and orientation process to incoming housing navigators.
  • Assist with development of new processes as needed.
  • Audit LAHSA/DPSS documentation and client files across Housing Navigation programs
  • Track and monitor report audited files per program.
  • Streamline all auditing processes across contracted LAHSA/DPSS 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, housing navigation engagement, and ongoing delivery of services.
  • Must be familiar with and able to provide support to housing navigators on program related documents including but not limited to housing stability plans, Universal Application Assistance, Referral submission and internal HOPICS documents.
  • Provide housing navigation support to all LAHSA Funded programs, as needed. 
  • Provide guidance to housing navigation staff on field-based practices.
  • Work with direct service staff to ensure maintenance of and accurate documentation in client files for service coordination/housing navigation, 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. 
 Special Service for Groups is an Equal Opportunity/Affirmative Action Employer

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