Program Coordinator

Hope The Mission•Chatsworth, CA

4d•Onsite

About The Position

The Program Coordinator provides administrative, operational, and data coordination support so assigned Hope the Mission interim housing sites operate in alignment with agency policies, funder requirements, and contract standards. Reporting to the Program Manager or Assistant Program Manager, this non-supervisory role maintains participant records and documentation, monitors compliance tasks, reviews shift reports, follows up on incidents, and organizes operational information for audits, monitoring visits, and leadership review. The role emphasizes coordination, quality control, and follow-through across the operational and relational aspects of interim housing programs. The Program Coordinator supports site operations, staff coordination, participant engagement, and community partnerships. The position may provide on-site coverage during high-volume periods and substitute as a Client Service Monitor when needed. It is contingent upon funding availability and contract requirements, and requires availability for varied shifts, including evenings and weekends, as operationally required. The role involves working with individuals and families in crisis, including people who may be ill, using alcohol or drugs, or not attentive to personal hygiene, health, and safety practices. Employees must be prepared to respond to crisis and potentially hostile situations. Work is usually in a moderately noisy office setting, though it may be stressful during periods of pressure or crisis intervention. The employee may work near service and emotional support animals, travel between buildings and locations in Los Angeles County, and periodically encounter outdoor environmental conditions.

Requirements

At least two years of experience in program coordination, staff support, or a related role in homeless services or social services.
Must pass pre-employment and ongoing drug and alcohol screenings.
Must pass a background check as required by the worksite.
Must provide proof of legal authorization to work in the United States.
Must comply with HTM policies, including safety, confidentiality, conduct, and HIPAA standards.
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.
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 urgent needs, including domestic violence, human trafficking, and sexual assault.
Ability to work effectively in fast-paced, team-oriented environments with shifting priorities.
Ability to lift up to 25 pounds.
Ability to stand, bend, squat, kneel, twist, push, and pull intermittently or continuously.
Ability to perform sustained visual tasks, including administrative and clerical work.
Ability to move quickly between locations and climb stairs as needed.
Ability to walk, grasp, reach, handle objects and equipment, repeat wrist, hand, and finger motions, and communicate and exchange information in spoken and written form.
Ability to drive vehicles in and around Los Angeles County.
Ability to complete required forms in personal writing.
Must be available for varied shifts, including evenings, weekends, and coverage as operationally 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 Housing First, Harm Reduction, and Trauma-Informed Care frameworks.
Familiarity with HMIS and data entry in program management systems.
Experience with CHAMP.
Bilingual ability.

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, wellness check logs, incident reports, and case management documentation.
Review documentation for completeness and accuracy, and flag missing or late items for follow-up.
Submit and follow up on incident reports according to agency protocols.
Review shift reports to monitor staff performance and documentation compliance.
Maintain participant files, rosters, logs, and trackers in accordance with program and funder requirements.
Gather and organize documentation for audits, monitoring visits, and internal reviews.
Review logs, records, and data against funder requirements to support program and contract compliance.
Monitor the medication cabinet and review medication records.
Track supply inventory and submit facility maintenance, IT, and supply order requests with Program Manager approval.
Inspect bathroom facilities, shelter rooms, and site surroundings for cleanliness, sanitation, and safety.
Report maintenance issues and repair needs promptly to the supervisor.
Help train janitorial and hygiene staff on site and bathroom maintenance protocols.
Coordinate operational communication between shifts, departments, and program leadership.
Provide on-site support during high-volume or high-need operational periods.
Work with outsourced security staff to maintain safety for participants, staff, volunteers, and visitors.
Train staff on 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.
Coordinate onboarding training schedules, credential tracking, and 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 leadership with feedback on service delivery, program enhancements, and operational modifications.
Assist with participant issues, including conflict 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 Housing First, Harm Reduction, and Trauma-Informed Care principles are implemented in participant interactions.
Support participant engagement activities, orientations, and program communications as assigned.
Support case management services to participants as needed.
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.
Attend staff meetings, case conferences, training workshops, and community meetings as required.
Coordinate external partners, service providers, and volunteers as directed.
Follow organizational policies on attendance, dress code, professionalism, conduct, safety, confidentiality, and HIPAA standards.
Identify and promptly report unsafe situations, systems, or processes to supervisors.
Perform other duties as assigned.