Program Coordinator

Hope The Mission•Los Angeles, CA

12d

About The Position

The Program Coordinator provides administrative, operational, and data coordination support to ensure the smooth and compliant operation of all programs and services. This role supports frontline staff, case management teams, and site leadership by tracking documentation, coordinating schedules and services, monitoring daily compliance tasks, and assisting with reporting and follow-up. Reporting to the Program Manager or Assistant Program Manager, the Program Coordinator does not have supervisory or disciplinary authority. Instead, the position focuses on coordination, organization, and quality control, helping ensure that program operations align with agency policies, funders , and internal standards.

Requirements

Strong organizational and coordination skills
Attention to detail and accuracy in documentation
Ability to track multiple tasks and deadlines simultaneously
Clear, professional written and verbal communication
Ability to follow policies, procedures, and direction from leadership
Proficiency with basic computer applications and databases
Comfort working in fast-paced, team-oriented environments
Minimum of two (2) years of experience in program and/or staff supervision; knowledge of homeless population and services, government assistance programs, housing placements, case management procedures, contract and fiscal management.
Employment eligibility verification ( 1-9)
Reliable transportation
Tuberculosis and drug test
Fingerprint live scan background
Ability to work flexible hours which include evenings, overnight, and weekends
Up to 25% travel may be required
Must have valid CA Driver's license
Must provide proof of vehicle insurance coverage
Must be able to qualify for HTM’s commercial insurance coverage

Nice To Haves

Homeless Services experience strongly preferred
Computer literacy- Microsoft Office Suite, HMIS, CHAMP, preferred
Bilingual preferred but not required

Responsibilities

Provide support of operational components including accurate, up-to-date data collection, quality assurance and contract management adhering to guidelines set for in the Scope of Required Services and standards.
Assist with client issues as needed (conflicts and complaint resolution) using de-escalation and mediation techniques.
Ensure implementation of housing first, harm reduction and trauma informed care methodologies when appropriate.
Provide emergency service referrals (e.g., domestic violence, human trafficking & sexual assault) and warm handoff referrals when appropriate.
In collaboration with the Program Manager/Assistant Program, provide direction and training to shelter support staff (including, but not limited to, Client Services Monitors and Case Managers ) and the corresponding job duties assigned to each position.
Maintain staff timesheets, daily activity reports (if applicable), HMIS-Clarity participant records and other reports as directed.
Monitor the medication cabinet and review all medication records.
Review shift reports to monitor staff performance and compliance.
Submit and follow-up on all incident reports.
Track completion of required program documents including:
Daily Activity Reports (DARs)
Wellness check logs
Incident report submissions (tracking only)
Case management documentation status
Conduct first-level review of documentation for completeness and accuracy and flag missing or late items for follow-up.
Assist with data entry and maintenance in HMIS and other agency-approved systems.
Maintain organized participant files, rosters, logs, and trackers in accordance with program requirements.
Coordinate communication between shifts, departments, and program leadership regarding operational needs or follow-up items.
Assist with preparation for audits, monitoring visits, and internal reviews by gathering requested documentation.
Support program/contract compliance as per guidelines and requirements mandated by funder for interim housing programs, regularly reviewing logs, records, and data.
Participate in training for the program staff.
Supports in case management services to participants
Take inventory of site needs and submit facility maintenance, IT, and supply order requests with approval from the Program manager/Assistant Program Manager
Provide staff coverage as needed.
Support onboarding processes by coordinating training, credential tracking, and required documentation.
Provide feedback to leadership on the development, enhancement, delivery and modifications (as needed) of services provided, adjusting when necessary.
Assist with scheduling meetings, case conferences, and staff training.
Establish and maintain positive, productive working relationships with community partners and community stakeholders including mental health programs, shelter programs, local law enforcement, local neighborhood councils (and other local officials), and providers of services and resources to homeless persons.
Attend staff meetings, case conferences, training workshops. and community meetings as needed.
Track supply requests, inventory logs, and non-maintenance operational needs as directed.
Ready to substitute in as a Client Service Monitor if needed due to absence.
Support participant engagement activities, orientations, and program communications as assigned.
Ensure that the property and its surroundings is well maintained and clean.
Regularly inspect bathroom facilities to verify clean, sanitary conditions.
Report any maintenance issues or need for repairs to supervisor in a timely fashion.
Regularly inspect shelter rooms to ensure they are in working order.
Help train janitorial and hygiene staff in proper protocol for site/bathroom maintenance.
Submit all supply orders or facility requests in a timely fashion.
Assist leadership with special projects, reports, and data pulls as needed.
Other duties, as assigned.
Provide on-site support during high-volume or high-need operational periods.
Assist with coordination of external partners, service providers, or volunteers as directed.
Support site coverage needs during staff absences by assisting with administrative continuity.
Performs any other duties, projects and responsibilities as assigned by Program Manager/Assistant Program Manager
Work in collaboration with outsourced security guards to ensure safety of participants, staff, volunteers and visitors on the property.
Trains staff on use of security and surveillance systems.
Observe department guidelines to conduct personal business during breaks and lunch hours.
Project a positive professional image and adhere to organizational dress code.
Self-identify potentially unsafe systems/processes/situations and take initiative to report to manager/supervisor.
Observe department guidelines concerning absences and reports such absences in accordance with departmental procedures.
Establish and/or maintain good rapport and working arrangements with co-workers, including the management team and supporting staff.