Program Assistant (Housing)

GMHC•New York, NY

3h•Hybrid

About The Position

The Program Assistant supports the operational effectiveness and administrative systems of GMHC’s Housing Services division. While not responsible for program level oversight, this role plays a key part in helping the agency maintain audit-readiness and compliance by ensuring accurate documentation, assisting with financial tracking, and coordinating the delivery of essential client resources across GMHC’s supportive housing programs funded by HRA, DOHMH, HUD, and other sources. The Program Assistant works under the supervision of the Senior Director, Housing, and in collaboration with case managers, administrative staff, and program leadership to carry out day-to-day operational tasks and support internal workflows. This role is essential in ensuring a responsive, well-organized housing services environment and upholding GMHC’s mission to promote housing stability for vulnerable and historically marginalized communities.

Requirements

Strong organizational and time management skills with keen attention to detail.
Demonstrated ability to work independently and collaboratively in a fast-paced environment.
Excellent communication skills (written and verbal).
Exceptional active listening skills with the ability to communicate professionally and effectively both verbally and in writing.
Experience working with vulnerable populations, including individuals with HIV/AIDS, substance use disorders, and mental health challenges.
Ability to work effectively and efficiently within an interdisciplinary team.
Commitment to performing duties from a place of empathy and understanding.
Bachelor's degree in Public Administration, Social Services, or related field required.
Minimum of five (5) years of relevant nonprofit administrative experience, including program coordination, or similar administrative role.
Intermediate proficiency in Microsoft Excel, including: Creating and managing spreadsheets to track client enrollments and renewals. Using formulas, pivot tables, and data validation to ensure accuracy in documentation. Organizing outreach and referral data for trend analysis.
Basic Proficiency in Microsoft Office Suite, including: Outlook (email communication, scheduling, and coordination with clients and partners). Word (creating documentation, educational materials, and official correspondence). PowerPoint (assist in preparing presentations for internal meetings).
Experience with Program-Specific software and data tracking systems, such as: Familiarity with AWARDS, HASA Web, or similar client record systems a plus. Data entry and management to ensure contract deliverables are accurately recorded.
Familiarity with government and public benefit systems, including: Familiarity with navigating online portals related to government-funded programs (HRA, DOHMH, HUD) and public benefit systems. Basic understanding or processes and documentation requirements for public benefits and housing-related support.
Strong documentation and compliance skills, ensuring: Accurate and timely entry of service data aligned with contract and funder requirements. Confidentiality and compliance with HIPAA and data privacy standards.

Nice To Haves

Background working with non-profit agencies or work on behalf of LGBTQ+ communities and/or people living with HIV is highly desirable.
Experience working with historically marginalized communities (in a professional or volunteer capacity) is also desirable.
Bilingual (English/Spanish) skills are a strong plus.
Prior experience working with supportive housing, LGBTQ+ communities, individuals impacted by HIV/AIDS, or other marginalized groups strongly preferred.

Responsibilities

Provide administrative support for program reporting requirement and documentation reviews to assist with audit readiness.
Maintain familiarity with systems such as AWARDS, HASA Web, and other housing-related platforms to support program staff with data entry and compliance tasks.
Assist in preparing documents and tracking data related to funder requirements (e.g., HRA, DOHMH, HUD), including census logs, rent ledgers, and occupancy reports.
Collect and process rent checks for housing programs.
Prepare and maintain spreadsheets tracking rent payments and arrears.
Order and maintain inventory of office supplies and apartment furnishings.
Order and distribute food cards, gift cards, and MetroCards for clients and staff use.
Take detailed and accurate meeting minutes for Housing team meetings.
Assist with special projects and perform related duties as assigned by the supervisor.
Prepare utility stipend checks and distribute client disbursements.
Track distribution of MetroCards (monthly and daily) for case managers and clients.
Assist in processing invoices and expense documentation.
Serve as a triage point for drop-in clients needing administrative support.
Provide timely assistance or redirection to appropriate Housing staff.