Program Administrative Coordinator

Hamilton Families • San Francisco, CA

12h • $32 • Onsite

About The Position

At Hamilton Families, our mission is to end family homelessness in the San Francisco Bay Area. Since 1985, we have been meeting the most urgent needs of unhoused families in our community. Our programs specialize in preventing family homelessness when possible, providing shelter and transitional housing to families in times of need, supporting the wellbeing and academic achievement of children who experience homelessness, and quickly returning families to safe and stable housing throughout the Greater Bay Area. At Hamilton Families, we believe the San Francisco Bay Area is at its best when people from all backgrounds can start a life here, raise a family here, and thrive here. We envision a Bay Area where housing is accessible and affordable, where homelessness is rare, brief, and nonrecurring, and where all people and families have a safe and stable place to live. We foster an inclusive environment where diverse perspectives are valued and contribute to our collective success. Our commitment to inclusivity ensures every team member feels respected, supported, and empowered to thrive.

We’re excited to be hiring a Program Site Administrative
Coordinator. This is an engaging and rewarding opportunity that plays an integral role within the organization. We are looking for someone who is passionate about working with our participants and contributing to the fight against homelessness. The Program Site Administrative Coordinator will report directly to Chief Program Officer and be part of the residential sites team.

Requirements

• Bachelor’s degree or experience working in a social service setting
• 3+ years of experience in regulatory compliance and internal audit functions
• Positive, helpful, and professional attitude
• Excellent organizational skills and ability to self-motivate; able to address multiple priorities and meet deadlines with a positive attitude and problem-solving approach
• Excellent written and verbal communication skills; proficient in Microsoft Office (Word, PowerPoint, Outlook, Excel, etc.)
• Essential functions of the position require use of a telephone, working at a standard computer terminal, and the ability to follow reasonable ergonomic recommendations, sit for long periods, stand, reach, bend, lift, and carry up to 40 pounds
• Valid CADL and DMV report; able and willing to travel locally as needed
• Attention to detail
• Project management skills
• Influencing managers and coordinators to meet administrative deadlines
• Anticipating needs of director and providing logistical support
• Able to work independently
• Empathetic to the needs of the families we serve and able to step in to facilitate and get them to the right person

Nice To Haves

• Experience working in a residential setting and/or serving people experiencing homelessness preferred

Responsibilities

• Support leadership in initiatives and projects. Appropriately manage sensitive and confidential organization information
• Oversee calendars and schedules on behalf of program leadership
• Enters data into salesforce and ensures quality of data entered by case managers
• Supports data entry into the one system and reporting to funders
• Support and attend leadership and team meetings as well as participate in training and committees as assigned
• Provide meeting-related materials to attendees and distribute meeting minutes
• Participate in program decision-making and work with leadership to implement decisions
• Assist in managing schedules for 24/7 program operations
• Perform office management re: office supply inventories and ordering, equipment, inventory of office keys inventory for company vehicles, staff badges and door key as well as the overall organization of the office
• Provide a wide variety of skilled administrative support for both residential sites Management teams
• Act as a liaison between site and agency administrative team
• Support monthly receipts and billing processes for high-level staff and projects, providing budgetary support as needed
• Maintain clear records and communication with our Fiscal Department re: credit card reconciliation, monthly savings and other fiscal processes
• Assist in planning,organizingand training staff and participants in disaster preparedness, including keeping inventory of supplies and up to date documentation of procedures, etc.
• Assist in planning and facilitating participant workshops, volunteer groups, holiday activities and events

Benefits

• Our commitment to welcome all individuals creates a richness of viewpoints and keen ability to challenge established thinking
• Enjoy excellent medical, dental, and vision coverage
• Employer matched 403(b) retirement plan
• Wellness and commuter benefit programs
• Paid time off and holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees