Program Operations Assistant for Housing for Health's Interim Housing Outreach Program
7 days ago
This role will provide administrative support to the Interim Housing Outreach Program (IHOP) team at Heluna Health. The Staff Assistant, IHOP will assist and support all IHOP operations, including data entry and tracking, client follow-up, and operations within the Comprehensive Health and Accompaniment Management Platform (CHAMP) and Homeless Management Information System (HMIS).
Responsibilities- Assist the clinical director, clinical management team, and program manager with IHOP operations.
- Provide resources and support to IHOP staff during onboarding and day-to-day operations.
- Support field-based scheduling of clinical teams and manage clinical management systems.
- Work with HFH management staff to fulfill administrative tasks, including data entry, client follow-up, and operations within CHAMP and HMIS.
- Process, edit, and create various documents, including Word and Excel documents.
- Frequently use Microsoft Office Suite software programs, including Word, Excel, PowerPoint, Access, Adobe Reader, OneNote, Outlook, Publisher, and Teams.
- Screen in-person inquiries and telephone calls, furnish requested information, and refer inquiries to others as needed.
- Make appointments and arrange conferences, trainings, and meetings for HFH personnel.
- Coordinate and schedule internal and external personnel for trainings, meetings, and events.
- Prepare and photocopy meeting materials, agendas, handouts, training materials, presentations, and other documents.
- Develop and maintain office files, including supply requests, time off requests, personnel files, and trainings.
- Attend meetings, take notes, prepare meeting minutes, and action items.
- Prepare and/or assist in the preparation of reports, spreadsheets, documents, literature, material, forms, and other documents.
- Search records and files for data and information as needed.
- May assist in the collection, analysis, and interpretation of data.
- May have inadvertent access to confidential HFH client data.
- Perform other clerical, general administrative, and technical assistance duties as needed.
- Two years of experience in a staff capacity analyzing and making recommendations for the solution of problems of organization, procedure, program, budget, or personnel, or in a highly responsible secretarial capacity, assistant, or coordinator, or in a responsible supervisory clerical capacity.
- Excellent written and verbal communication skills, including the ability to express technical concepts clearly to both technical and non-technical audiences.
- Ideal candidates will be organized, diligent, and have strong MS Excel and data processing skills.
- Ability to make thoughtful decisions and exercise sound judgment; be self-directed, resourceful, and creative in problem-solving.
- Existing relationships and trust within communities of focus.
- Ability to work as part of a team in a constantly changing environment.
- Comfort working with data systems and learning new data systems.
- Strong listening, negotiation, and conflict resolution skills.
- Knowledge of LA County programs that are designed to serve the underserved.
- Provide empathetic care with a harm reduction, 'whatever it takes' philosophy.
- Ability to work effectively in a team-based setting.
- Ability to learn quickly and adapt to shifting priorities.
- Strong project management and relationship building skills.
This role will be based in a general office setting, indoors, with a temperature-controlled environment. Travel to and from Heluna Health Headquarters and shelters may be required when warranted.
EEOC StatementHeluna Health is an equal employment opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.
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