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Program Support Specialist
4 months ago
**Job Title: Program Support Specialist**
**Program: Espero Rutland**
**Reports To: Espero Rutland Program Coordinator**
**FLSA Status: Non-Exempt/Full Time**
**Position Summary**
The Program Support Specialist coordinates with the multidisciplinary Espero Rutland supportive housing team and other Caritas of Austin departments to support individuals with severe and persistent mental health disorders, chronic health conditions, and/or substance use disorder and a history of chronic homelessness in obtaining and maintaining safe, stable, community-based housing. The position is responsible for organizing, coordinating, and monitoring administrative operations and duties under the direction of the Program Espero Coordinator. The Program Support Specialist works to coordinate communication with the team, other internal departments, external stakeholders, vendors, and clients. The position is key to ensuring administrative operations and procedures run smoothly and efficiently.
**Essential Duties & Responsibilities (inclusive but not exhaustive)**:
**Program Administration**
- Administer finance process and procurement procedures for program expenditures, including leasing/rental assistance (e.g., “rent roll,” utility payments, etc.).
- Produce and/or monitor all documentation is in compliance with internal policies and funder requirements.
- Liaise with program staff and finance department to ensure appropriate documentation and deadlines are met.
- Liaise with external vendors and stakeholders (e.g., property managers)
- Create, monitor, and manage tracking systems and/or spreadsheets (e.g., occupancy charges, rent roll, bus passes, leases)
- Assist with training for new staff and ongoing training for administrative processes.
- Assist program management with monitoring programmatic and financial documents for HUD and other funders’ compliance.
- Pulling reports in HMIS for tracking purposes and program evaluation.
- Assist with purchase orders and reconciliation.
- Take the lead on special administrative projects, as assigned.
- Engage in appropriate teamwork functions to provide a professional working environment and effective service delivery.
- Assist in data collection, analysis, and reporting.
**Program Development**
- Work collaboratively with staff to create new and/or improve programmatic documents, templates, and forms.
- Assist management in revision of policy and procedures, as needed.
- Coordinate the creation and review of Standard Operating Procedure documents.
- Build and maintain working relationships with community agencies and other stakeholders.
- Assist in performance management processes, process improvements, and systems-change.
**General**
- Be present and active in internal and external activities, meetings, and events.
- Work with supervisor to create and implement a professional development plan.
- Participate and engage in supervision meetings.
- This position does not provide direct services to clients, however, may communicate with clients at times (e.g., special projects to collect documentation, client feedback surveys).
**Other Responsibilities**
- Complies with all applicable training requirements.
- Complies with all company safety, personnel and operational policies and procedures.
- Complies with work schedule to ensure effective operations of Agency programs.
- Contributes positively as a member of a productive and cooperative team.
- Performs other duties as necessary to fulfill the Caritas of Austin Mission.
**Qualifications**:
**Education**
Required: High School Diploma/GED.
Preferred: Bachelors or other education related to non-profit management, program administration, social work, or other human services field.
**Experience**
Required: Minimum of 1 year of related professional experience required.
Preferred: Experience in non-profit or social service organization.
Proficiency in Microsoft office, especially Excel.
**REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES**
- Organizational skills and abilities to make contacts and establish relationships to obtain information necessary for the program to function.
- Adherence to the highest ethical standards, personally and professionally.
- Ability to work on-site and remotely with high productivity in both settings.
- Ability to set appropriate limits, work under deadlines, and multi-task.
- Ability to organize, prioritize, self-motivate, and deliver results.
- Excellent communication and listening skills.
- Willingness to receive feedback and suggestions from superiors and others, and to learn new skills to improve job performance.
- Skills and competence to establish supportive trusting relationships with persons with severe and persistent mental illness.
- Valid Texas driver’s license and reliable transportation.
- Basic knowledge of the resources in the community available for the homeless population.
- Ability to form partnerships in the community and seek out community resources.
- Strong oral and wri
