TEMPORARY - Program Assistant: Housing

INFORMATION AND REFERRAL FEDERATION OF LOS ANGELES COUNTY•Pasadena, CA

3d•$26 - $26•Remote

About The Position

Work Remotely and Make a Difference in Your Community! Since 1981, 211 LA has been a leader in the Information and Referral industry by providing access to comprehensive social services and disaster support for Los Angeles County residents, 24 hours a day, 7 days per week. The Program Assistant provides administrative and coordination support for the Winter Shelter and Emergency Response Programs, focusing on the day-to-day admin and coordination tasks that keep the programs running smoothly, along with data management and quality assurance work that supports accurate reporting. 211 LA is a fast-paced work environment in which it is necessary to provide support in a performance-driven, 24/7 social service operation.

Requirements

Experience with data management, data entry, or quality assurance processes, including maintaining databases and identifying/resolving data discrepancies.
Comfort working with spreadsheets and data tools (e.g., Excel/Google Sheets, pivot tables, basic formulas) to organize, clean, and summarize data.
Proven experience in project management and/or an administrative role.
Social services background or thorough understanding of human services and the way they are delivered, particularly emergency shelter, homelessness, or disaster response programs.
Outstanding written and verbal communication skills, with the ability to communicate effectively and professionally with diverse groups; includes presenting and comprehending data, editing for accuracy, and preparing reports for external stakeholders.
Strong attention to detail with the ability to catch small mistakes and ensure accuracy in reports, data, and communications.
Strong interpersonal skills, with the ability to work well with others, contribute as a team player, and build collaborative relationships.
Ability to prioritize and manage logistics to move multiple projects forward in a politically sensitive and rapidly changing environment.
Ability to work independently and collaboratively while exercising initiative and sound judgment.
Demonstrated problem-solving skills, including the ability to identify and resolve issues in a timely manner, gather and analyze information effectively, and maintain confidentiality.
Comprehensive computer skills including Google Suite and the ability to adapt to new computer programs, software, equipment, and/or hardware.
Ability to work flexible hours, including evenings/weekends, and respond to emergency activations as needed for Winter Shelter and ERP/WS operations.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to evaluate and resolve problems involving multiple variables in complex situations.
Requires excellent interpersonal skills necessary to work effectively with internal and external customers.
Ability to manage high levels of stress; possess well-proven time management skills allowing movement from one task to another on a moment’s notice, and still complete projects on time.

Nice To Haves

Experience with dashboard or visualization tools (e.g., Tableau) is a plus.
Familiarity with HMIS or similar case management/data systems used in shelter or homeless services programs is a plus.
A Bachelor's Degree from an accredited college or university with a major in communication, public relations, social work, psychology, education, or a related field is desired; or equivalent experience.
Experience in a not-for-profit environment is desirable.
Prior experience with data quality assurance, database maintenance, or reporting is desirable.

Responsibilities

Maintain and regularly update Winter Shelter and ERP program databases and tracking systems, ensuring data entry is accurate, timely, and consistent with established data standards and taxonomy.
Perform routine data quality assurance checks, including identifying duplicate records, missing fields, and inconsistent entries, and coordinate corrections with relevant staff.
Support data reconciliation across multiple systems and data sources (e.g., data platforms, spreadsheets, external partner exports) to ensure a single source of truth for Winter Shelter and ERP reporting.
Compile, clean, and validate data sets in preparation for internal dashboards and external stakeholder reports, flagging anomalies or discrepancies before submission.
Assist in developing and documenting data entry protocols, QA checklists, and standard operating procedures to strengthen data integrity across the Winter Shelter and ERP/WS programs.
Track key program metrics and generate routine data summaries to support the Program Manager or Director in monitoring Winter Shelter and ERP performance and contract deliverables.
Maintain confidentiality and data security standards in accordance with agency policy and funder/contract requirements when handling client-level data.
Serve as a primary point of contact for internal teams and Winter Shelter/ERP program partners, maintaining strong working relationships and consistent communication with stakeholders.
Receive, screen, and route emails on behalf of the Program Manager or Director; prioritize and respond to requests promptly, courteously, and confidentially.
Ensure clear, timely communication between the Program Manager/Director and program staff or stakeholders, including updates on assignments, tasks, meetings, concerns, and follow-up items.
Prepare for and participate in meetings as requested; develop agendas and materials, provide background information, record minutes when applicable, and ensure follow-up on action items.
Monitor deadlines for requests and tasks, and take proactive action to support timely completion.
Create Winter Shelter and ERP program reports to meet all deadlines and requirements in assigned contracts, per the direction of the Program Manager or Director.
Maintain accuracy of motel voucher and transportation reports by cross-referencing HMIS data with invoices.
Create and maintain comprehensive project and agency documentation, plans, and reports for the Winter Shelter and ERP programs.
Provide an organized work environment by disseminating, tracking, and maintaining information/data, and implementing appropriate organizational systems, including setting up and maintaining project files.
Support operational logistics and other administrative functions to ensure compliance with Winter Shelter and ERP contract requirements.
Initiate ideas and assess risk; follow through on projects; support other staff and help promote and maintain positive morale within the unit.
Perform other duties and assignments in accordance with Agency mission, goals, and values.