Program Coordinator – IH Families - Special Service for Groups, Inc- HOPICS

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Summary
Under the direction of the Interim Housing Senior Manager for Families, the Program Specialist will be responsible for program reporting, tracking, monitoring, billing, inventory, and some quality assurance for the Interim Housing department.  Incumbents will need to have better than average Word, Excel, Power Point, web and writing skills, along with being detail oriented. Under the direction of the Associate Director for Interim Housing, the Incumbent will be responsible for: They will play a key role in the success of the organization by facilitating coordination support related to recruitment, onboarding, keep track of trainings & training schedules. They are also responsible for data tracking and management of employee activities related to agency policy and procedure, and workforce development. 

Essential Functions

• Review all billing and supplementary documentation to ensure accuracy and ensure that collaborative provider payments are processed timely 
• Prepare & submit all (FAR’s) Financial assistance request via Doclink integrated system  
• Update & Maintain Client DPSS tracking log 
• Ensure files and databases contain the same information 
• Work collaboratively with the Quality Assurance Coordinator and data Specialists 
• Address milestones and service activities 
• Work with direct service staff to ensure data is entered into the HMIS system within 24 hours. 
• Perform any other appropriate responsibilities as assigned by the Program Manager 
• Working collaboratively with program managers, supervisors, and direct service staff with data clean-up efforts. 
• Maintaining the accurate weekly report of Interim Housing activity 
• Managing and monitoring program data integrity and quality. 
• Monitoring milestones and service activities for all Interim Housing staff. 
• Assist in facilitating program-related training for Interim Housing staff. 
• Monitor inventory and prepare regular inventory reports. 
• Assist in ordering supplies. 
• Purchase supplies for the Interim Housing teams. 
• Work in conjunction with Interim Housing program staff to monitor file integrity. 
• Prepare data correction reports and disseminate them to staff. 
• Work Collaboratively with HOPICS HR recruiter  
• Monitor, track and report Program referrals. 
• Prepare project reports in accordance with funding requirements; maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2 and other funding requirements for auditing purposes. 
• Work with different documentation systems such as HMIS, Homeless Management System, Doclink and other new systems introduced. 
• Create complex Excel spreadsheets including macro enabled functions. 
• Attending all related training and meetings. 
• Maintain appropriate boundaries; maintain regular attendance; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values.  Represent the Agency in a professional manner at meetings and community events. They will ensure that all client records/documentation are submitted, or a plan arranged to send them in, if the incumbent resigns from this position. 
• Create and distribute internal communications regarding status changes, or company policies as directed. 
• Point of contact for payroll inquires, payroll check distribution on paydays 
• Tracking of staff attendance, providing bi-weekly reports to management team for confirmation, 
• Track and maintain recruitment inventory; provide monthly inventory and purchasing reports 
• Utilize office equipment to file, copy, fax, scan. 
• Perform other appropriate responsibilities as assigned by the Associate Director 
• Some evenings and weekends may be required. 
• Must know, understand and be able to articulate the mission, vision, and core values of HOPICS. 
• Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values. 
• Represent the Agency in a professional manner at meetings and community events. 
• Regular attendance required. 

Minimum Qualifications - Knowledge, Skills and Abilities Required

• Bachelor's degree in human resources management, Business Management, or related discipline   OR 
• 3-5 years' experience in HR, office management, or staff support and/or coordination 
• experience working with homeless individuals and families OR five years’ experience working in social service field; case management and homeless program experience preferred. 
• Strong detail-oriented and resourceful mindset 
• Understanding of hiring recruitment best practices 
• Sound judgment and problem-solving skills 
• Customer-focused attitude, with high level of professionalism and discretion 
• Proficiency with MS Office suite 
• Excellent communication skills, oral and written 
• Excellent organizational skills and attention to detail 
• Verification of Employment Eligibility and Background Clearance. 
• TB test required (Not more than (3) months prior to or (7) days after Date of Hire, and renewed annually thereafter), 
• CPR and First Aid Certification required within 30 days of employment. 
• Maintain and uphold Agency mission statement, values, policies, procedures, and principle 

Supervisory Responsibilities

• This position does not have any supervisory responsibilities. 

Environmental Conditions (Working Conditions)

• Work conducted in an office setting

Physical Requirements

• The Staff Support Coordinator typically spends time sitting, standing, typing, thinking, writing, walking, carrying (max. 25 lbs.), listening, speaking. Driving required as needed. 

Mental Requirements

• This position will require the individual to be able to handle any/all the following: constant 
• distractions, interruptions, uncontrollable changes in priorities/work schedules be able to process information, think and conceptualize. 

 
 

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