Senior Program Specialist - SSVF

Jericho Project•New York, NY

4d•Onsite

About The Position

The Senior Program Specialist serves as Office Manager for Housing Access, directly supervises the RRH and SSVF Program Specialists, and performs Program Specialist functions for Urban Rapid Re-Housing (URRH). Reporting to the Senior Director of Housing Access, the role coordinates office operations, participant access, records, and administrative practices across the programs. The position oversees staff supervision and training; office operations and facilities; purchasing, inventory, and fiscal controls; safety and continuity; URRH participant referral and enrollment administration; and administrative oversight of RRH and SSVF activities. The role maintains accurate program data and records, monitors deadlines and workflows, provides consolidated updates to leadership, and escalates risks, discrepancies, and service barriers. The role is based in Manhattan. It is non-exempt and pays $55,000 to $60,000 annualized. Travel to various sites is required, with local and/or national travel and occasional longer weekday or weekend commitments to meet business needs.

Requirements

High school diploma required.
Administrative experience demonstrating the ability to supervise staff, coordinate office operations, manage competing priorities, and maintain accurate records and deadlines.
Proficiency with Microsoft Office and Microsoft 365, including Excel, Outlook, Teams, SharePoint, and Planner.
Ability to learn AWARDS, purchasing systems, and agency reporting procedures.
Strong communication, writing, organizational, analytical, and problem-solving skills.
Ability to work professionally with participants, staff, providers, and vendors while protecting confidentiality.
Ability to interpret program data and procedures, maintain inventory and fiscal controls, support agency events, and cross-train others.
Ability to lift up to 50 pounds and travel to various sites.
Ability to speak, hear, see, write, and use a computer and related software programs.
Ability to meet occasional longer weekday or weekend commitments for business projects or deliverables.

Nice To Haves

Associate or bachelor's degree.

Responsibilities

Directly supervise the RRH and SSVF Program Specialists by assigning priorities, monitoring work, arranging coverage, onboarding and training staff, conducting supervision and coaching, reviewing timesheets and PTO requests, monitoring training, and contributing to performance evaluations.
Coordinate with program leadership and HR on personnel matters, and refer final eligibility, clinical, fiscal, and policy decisions to authorized program leaders.
Manage daily Housing Access office operations, including reception, shared calendars, conference rooms, mail, voicemail, meetings, office equipment, keys, key fobs, shared areas, and administrative files.
Coordinate building maintenance, cleaning, HVAC, and repair requests; track follow-up and escalate unresolved or urgent issues.
Maintain office sanitation and closing routines, including kitchen cleaning, restocking, trash disposal, and reporting facility or safety concerns.
Coordinate staff meetings, attendance records, minutes, special events, partner visits, and conference room schedules.
Consolidate supply needs, monitor inventory, prepare purchase orders and approved purchasing carts, route purchases for authorization, verify deliveries, reconcile invoices, and follow up on discrepancies.
Safeguard and track controlled items, including OMNY cards, petty cash, SSVF incentives, MetroCards, and postage; maintain custody and balance logs, conduct counts and reconciliations, and report variances.
Coordinate the site safety plan and six unannounced emergency drills annually, document participation and follow-up, and inspect and replenish first-aid and Narcan supplies.
Maintain secure access to records, keys, controlled storage, and approved systems; protect confidential information and coordinate out-of-office handoffs and backup coverage.
Serve as an initial contact for URRH participants and referral partners; review referrals, conduct prescreens within delegated guidelines, and explain required documents and next steps.
Maintain the URRH prioritization list and referral pipeline; collect and organize documents, schedule intakes, send reminders, follow up on missed appointments, and track enrollment status.
Document URRH outreach, contacts, prescreens, referral dispositions, documents, appointments, admissions, and discharges promptly in AWARDS and approved trackers.
Escalate aging referrals and barriers with an identified owner, next action, and deadline; compile daily URRH numbers, maintain weekly activity summaries and monthly outcomes, and reconcile the active roster to admissions and discharges.
Provide URRH filing, data entry, meeting, supply, and event support, while protecting participant-facing work time and alerting the Senior Director when other demands threaten service deadlines.
Review RRH and SSVF activity reports, prioritization lists, prescreens, outreach, document collection, intake scheduling, follow-up, and tracker accuracy.
Conduct participant-file and filing-cabinet spot checks and weekly checks of notes, ledgers, and supporting records; review or sign notes only within assigned permissions and agency policy, and follow up on corrections.
Ensure required SSVF and other program reporting, roster distribution, logs, counts, meeting minutes, supply orders, records, and fiscal handoffs are completed on time and supported by source records.
Notify leadership when spot checks are complete, escalate discrepancies or missed deadlines, provide consolidated program and operations updates, recommend process improvements, and maintain current SOPs and training materials.