Program Coordinator

Hope The Mission•Los Angeles, CA

2d•$0 - $27•Onsite

About The Position

The Program Coordinator is responsible for providing the administrative, operational, and data coordination support that enables assigned HTM interim housing sites to function in alignment with agency policies, funder requirements, and contract standards. This role tracks documentation, monitors compliance tasks, maintains participant records in HMIS, reviews shift reports, follows up on incidents, and ensures that the operational details of daily program life are organized, accounted for, and ready for scrutiny. The Program Coordinator's value is in coordination, quality control, and follow-through — not authority. It requires someone who can hold a high volume of moving parts with precision and calm, who understands that a missing daily activity report or an untracked incident is not a paperwork problem but a compliance risk, and who takes both the operational and the relational dimensions of the work seriously. Programs do not run on good intentions. They run on systems, and this role is responsible for keeping those systems intact.

Requirements

Must pass pre-employment and ongoing drug and alcohol screenings
Must pass background check as required per worksite
Must provide proof of legal authorization to work in the United States
Must comply with all HTM policies including safety, confidentiality, conduct, and HIPAA standards
Ability to lift up to 25 lbs.
Ability to stand, bend, squat, kneel, twist, push, and pull on an intermittent or continuous basis
Ability to perform sustained visual tasks including administrative and clerical work
Ability to move quickly between locations and climb stairs as needed
Must be available for varied shifts including evenings, weekends, and coverage as operationally required
Position is contingent upon funding availability and contract requirements
Minimum two years of experience in program coordination, staff support, or a related role in homeless services or social services
Experience working in homeless services strongly preferred
Knowledge of homeless populations, government assistance programs, housing placements, and case management procedures strongly preferred
Knowledge of contract compliance requirements in a funded program setting strongly preferred
Familiarity with Housing First, Harm Reduction, and Trauma-Informed Care frameworks
Familiarity with HMIS and data entry in program management systems preferred
Ability to maintain accurate records and manage documentation across multiple systems simultaneously
Ability to identify and follow up on missing, late, or incomplete documentation
Proficiency in Microsoft Office Suite; HMIS and CHAMP experience preferred
Clear written and verbal communication skills
Ability to coordinate across shifts, teams, and departments to ensure operational continuity
Ability to apply de-escalation and conflict resolution techniques in participant interactions
Ability to provide crisis referrals and warm handoffs for domestic violence, human trafficking, sexual assault, and other urgent needs
Ability to work effectively in fast-paced, team-oriented environments with shifting priorities
Bilingual preferred but not required

Nice To Haves

Experience working in homeless services
Knowledge of homeless populations, government assistance programs, housing placements, and case management procedures
Knowledge of contract compliance requirements in a funded program setting
Familiarity with HMIS and data entry in program management systems
Bilingual

Responsibilities

Maintain accurate and up-to-date participant records in HMIS and other agency-approved data systems
Track completion of required program documents including Daily Activity Reports (DARs), wellness check logs, incident report submissions, and case management documentation
Conduct first-level review of documentation for completeness and accuracy; flag missing or late items for follow-up
Submit and follow up on all incident reports in accordance with agency protocols
Review shift reports regularly to monitor staff performance and documentation compliance
Maintain organized participant files, rosters, logs, and trackers in accordance with program and funder requirements
Assist with preparation for audits, monitoring visits, and internal reviews by gathering and organizing requested documentation
Support program and contract compliance by regularly reviewing logs, records, and data against funder requirements
Monitor the medication cabinet and review all medication records
Track supply inventory and submit facility maintenance, IT, and supply order requests with Program Manager approval
Regularly inspect bathroom facilities, shelter rooms, and site surroundings to ensure clean, sanitary, and safe conditions
Report maintenance issues and repair needs to the supervisor promptly
Help train janitorial and hygiene staff on proper site and bathroom maintenance protocols
Coordinate communication between shifts, departments, and program leadership regarding operational needs and follow-up items
Provide on-site support during high-volume or high-need operational periods
Work collaboratively with outsourced security staff to maintain safety for participants, staff, volunteers, and visitors
Train staff on the use of security and surveillance systems
Provide direction and training to shelter support staff including Client Service Monitors and Case Managers in collaboration with the Program Manager or Assistant Program Manager
Maintain staff timesheets and daily activity reports as directed
Support onboarding processes by coordinating training schedules, tracking credentials, and organizing required documentation
Schedule meetings, case conferences, and staff training sessions as directed
Provide staff coverage as needed, including substituting as a Client Service Monitor during absences
Provide feedback to leadership on service delivery, program enhancements, and operational modifications as needed
Assist with participant issues including conflict resolution and complaint resolution using de-escalation and mediation techniques
Provide emergency service referrals and warm handoffs for domestic violence, human trafficking, sexual assault, and other crisis needs as appropriate
Ensure implementation of Housing First, Harm Reduction, and Trauma-Informed Care principles across all participant interactions
Support participant engagement activities, orientations, and program communications as assigned
Support case management services to participants as needed
Build and maintain positive working relationships with community partners including mental health programs, law enforcement, neighborhood councils, and service providers
Assist leadership with special projects, reports, and data pulls as needed
Attend staff meetings, case conferences, training workshops, and community meetings as required
Coordinate external partners, service providers, and volunteers as directed
Adhere to all organizational policies related to attendance, dress code, professionalism, and conduct
Identify and report unsafe situations, systems, or processes to supervisors promptly
Perform other duties as assigned