Senior Program Specialist - SSVF

Jericho Project•New York, NY

5d•$55,000 - $60,000

About The Position

The Senior Program Specialist serves as the 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 reliable office operations, timely participant access, accurate records, and consistent administrative practices across the three programs. The position oversees staff supervision and training, office and facilities operations, purchasing and inventory controls, safety and continuity, URRH participant referrals and documentation, and administrative oversight of RRH and SSVF processes. It maintains program records and reporting, supports fiscal handoffs and compliance procedures, and provides consolidated updates and process recommendations to the Senior Director. The role is based in Manhattan and is non-exempt. Compensation is $55,000 to $60,000 annualized. The position may require local and/or national travel and some longer weekday or weekend commitments to accomplish projects or meet deliverables.

Requirements

High school diploma required; relevant administrative and supervisory experience may be considered.
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.
Local and/or national travel is required; some longer weekday or weekend commitments may be required.

Nice To Haves

Associate or bachelor's degree.

Responsibilities

Directly supervise the RRH and SSVF Program Specialists; assign priorities and deadlines, monitor completion, and arrange reception and program coverage.
Onboard, train, and cross-train staff; conduct structured supervision and coaching; document performance, training needs, and follow-through; review timesheets and PTO requests; and coordinate personnel matters with leadership and HR.
Partner with program leadership on requirements and service barriers, referring final eligibility, clinical, fiscal, and policy decisions to authorized leaders.
Manage daily Housing Access office operations, including reception, calendars, room bookings, mail, voicemail coverage, meeting logistics, and office equipment.
Maintain key and key-fob records and coordinate maintenance, HVAC, cleaning, and repair requests; organize shared work areas and secure storage and oversee sanitation and closing tasks.
Maintain staff emergency contacts, program flow charts, contact lists, and administrative files; coordinate meetings, attendance records, minutes, events, and partner visits.
Review supply inventory and prepare correctly coded purchase carts and orders; route purchases for approval, verify deliveries, document receipts, reconcile invoices, and follow up on discrepancies.
Safeguard and track OMNY cards, petty cash, SSVF incentives, and other controlled items; maintain logs, conduct counts and reconciliations, and report variances.
Oversee SSVF incentive inventory and related ordering and fiscal handoffs; review MetroCard documentation, AWARDS entries, and reorder alerts.
Manage postage machine access, program codes, and usage records while maintaining separation between purchase preparation, approval, receipt, and reconciliation.
Coordinate the site safety plan and six unannounced emergency drills annually; document participation and follow-up, inspect first-aid and Narcan supplies monthly, and arrange replenishment.
Maintain secure access to records, keys, controlled storage, and approved systems; protect confidential information and prepare 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; contact participants and providers, collect and organize documents, schedule intakes, send reminders, and follow up on missed appointments and enrollment status.
Document URRH outreach, contacts, prescreens, referral outcomes, documents, appointments, admissions, and discharges in AWARDS and approved trackers; escalate aging referrals and barriers.
Compile and verify daily URRH numbers and send them to the approved leadership distribution; maintain weekly summaries, monthly outcomes, and an active roster reconciled to admissions and discharges.
Provide URRH filing, data entry, meeting, supply, and event support; protect time for participant-facing work and alert the Senior Director when demands threaten service deadlines.
Review RRH and SSVF activity reports, prioritization lists, prescreens, outreach, document collection, intake scheduling, and follow-up; keep approved trackers current.
Conduct monthly 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 policy, and follow up on corrections.
Ensure required SSVF data, roster distributions, MetroCard logs and AWARDS entries, weekly counts, and meeting minutes are completed on schedule.
Confirm program reports, supply orders, record updates, and fiscal handoffs are complete and supported; notify leadership of completion and escalate discrepancies or missed deadlines.
Provide consolidated updates to the Senior Director on program activity, staffing coverage, office operations, safety, inventory, and unresolved risks; recommend improvements and maintain SOPs and training materials.