Program Coordinator (Tracy EHP)

Ruby's Place•Castro Valley, CA

7d•Onsite

About The Position

Ruby's Place dba Restorative Pathways (RP) is an innovative nonprofit committed to ending domestic violence, human trafficking, and violent crime through hope, advocacy and connection. Our services include emergency shelter, transitional housing, rental subsidies, mental health services, substance recovery, and wrap-around services. All our services are trauma-sensitive and client-centered and are provided at no cost to our clients. All programs are low barrier. RP is led by survivors with a focus on reflection, innovation, and connection. We believe in fostering relationships, both in our direct service work and throughout our internal work culture. We aim to cultivate a workplace that appreciates and emphasizes the voices of those most impacted by violence. We recognize these voices are vital to interrupting the cycle of violence and transforming lives towards safety, unity, and trust. The Program Coordinator supports the daily operations and service delivery of a 150-bed congregate shelter, ensuring programming, participant services, and staff coordination are implemented consistently and effectively. This role plays a critical leadership function on-site by directly supervising Residential Advocates and ensuring frontline operations are carried out in alignment with program expectations. Working closely with the Facility Manager, the Program Coordinator helps maintain structure, consistency, and accountability across all shifts. This position ensures that shelter operations run smoothly, programming and groups are implemented, and staff are effectively supported in their roles. The Program Coordinator serves as the primary point of contact for frontline staff during assigned shifts and plays a key role in maintaining communication between staff and leadership.

Requirements

Minimum of three years of experience working in shelter programs, homelessness services, or related social service settings.
Experience supervising or leading frontline staff in a residential or congregate setting required.
Strong organizational, leadership, and problem-solving skills.
Ability to manage operations in a fast-paced, high-capacity environment.
Strong communication and conflict resolution skills.
Experience working in congregate shelters or high-volume service environments.
Knowledge of trauma-informed care, de-escalation techniques, and participant-centered service approaches.
Experience supporting multidisciplinary teams.
In possession of a valid CA driver's license, proof of insurance, and be approved by RP insurance as a driver in order to drive agency vehicles. If a staff member cannot be approved by RP insurance as a driver, employment might not be able to continue. Instances where staff cannot be approved to drive will be reviewed on a case by case basis to determine if employment can continue in their role without driving agency vehicles. Items considered include but are not limited to: the shift the staff member holds and the frequency/necessity of driving during that shift, the amount of time before the staff member may be approved to drive by the insurance carrier, the availability of other staff on site to drive agency vehicles as program needs require, etc.
Able to complete all required background checks. Additional requirements may be deemed necessary, including fingerprinting (Live Scan), completion of all Community Care Licensing (CCL) documents, and ability to meet CCL licensing requirements.

Responsibilities

Support and coordinate daily operations of a 150-bed congregate shelter to ensure smooth, consistent service delivery.
Maintain program structure including participant schedules, activities, and daily operations.
Ensure shelter operations, including participant flow, programming, and services, are implemented effectively.
Monitor program activities and address operational challenges in real time.
Directly supervise Residential Advocates and provide day-to-day leadership, guidance, and accountability.
Ensure advocates are effectively supporting shelter operations, maintaining safety, and engaging participants appropriately.
Support staff in understanding roles, responsibilities, and expectations across shifts.
Assist with staff scheduling, shift coverage, and performance feedback in coordination with the Facility Manager.
Support onboarding and training of frontline staff.
Coordinate and ensure the implementation of group activities, workshops, and daily programming.
Work with internal teams and external partners to schedule and facilitate services on site.
Promote participant engagement in programming and services that support stability and housing readiness.
Support staff in responding to participant concerns, conflicts, and crisis situations using de-escalation techniques.
Maintain a structured, respectful, and safe environment within the shelter.
Provide direct support during high-need situations as needed.
Ensure accurate completion of shift logs, incident reports, and program documentation by frontline staff.
Maintain clear communication with the Facility Manager regarding operations, incidents, and program needs.
Support reporting processes and ensure information is communicated across shifts.
Work closely with the Facility Manager to align operations, staffing, and program implementation.
Coordinate with case managers, kitchen staff, and other team members to ensure integrated service delivery.
Participate in team meetings and contribute to program improvement efforts.
Participate in a rotational on-call schedule to provide after-hours support to staff and respond to urgent program needs.
Provide guidance and decision-making support during incidents or operational challenges outside of standard business hours.
Ensure appropriate escalation and communication with leadership when needed.
Complete functional timesheets by assigned due dates in compliance with time allocations.
Actively participate in reflective supervision sessions.
Create and maintain documentation of processes and procedures related to job duties.
Other duties as assigned.