Program Assistant

Job Description

Compensation Range: $19/hr - $22/hr commensurate with experience.

Benefits:
We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.

Overview:

The Housing Works Emergency & Transitional Housing Program (ETH) provides time limited transitional housing and support services to individuals reentering the community following periods of incarceration or other justice system involvement. Program participants engage in a variety of onsite services, including case management, vocational training, housing advocacy and mental health support that address barriers to accessing housing in the community and help build skills that participants can use to achieve and maintain stable functioning in the community.

Reporting to the Operations Manager, the Program Assistant is responsible for administrative tasks and functions of the program site. This includes monitoring and managing the supply inventory and ordering process, submitting financial reconciliations, assist with maintaining accurate program records and data systems, census tracking and monitoring, assisting with staff scheduling and coverage planning, uploading documents to participant electronic medical records, coordinate onsite events, taking meeting minutes and sharing with meeting attendees and crisis intervention as needed. This is an ideal opportunity for individuals with administrative skills and abilities seeking entry into the non-profit services industry who are looking to develop skills in the area of program administration and who are enthusiastic about working alongside an interdisciplinary team of like-minded individuals.

Responsibilities:

Primary:

• Provide overall administrative services support to the ETH Program site.
• Monitor and maintain systems for inventory and supply ordering.
• Ensure Human Resources, NYC, NYS or other governing agency notices and documents are updated and posted visibly in required areas.
• Assist with coordinating staff schedules and coverage planning.
• Upload documents and important information into program participants’ electronic medical records systems.
• Assist with finance reconciliation processes such as the distribution and reconciliation of participant metrocards.
• Assist with ensuring all program records and data bases are up-to-date and accurate (ex. Census and available occupancy reports).
• Maintaining accurate meeting minutes and sharing widely with attendees.
• Co-facilitate daily huddle, staff meetings, etc. as needed.
• Distribute and/or post participant memos.
• Assist with planning and facilitating participant and staff events.
• Participate in care coordination and interdisciplinary team activities.
• Assist with vendor management activities and coordination with building ownership for facility maintenance repairs.
• Create program reports including data visualization tools.
• Engage in crisis intervention and utilize motivational interviewing techniques as needed.
• Promotes Housing Works’ core values in day to day activities.
• Performs other tasks as assigned by supervisor.

Secondary:

• Provide culturally competent services in accordance to Housing Works policies and practices
• Participate in advocacy events as required and recommended by the agency and department.
• Ability to work with clients with diverse clients with varying levels of service needs.
• Works collaboratively with other team members within the Justice Initiatives Department and cross-agency.

Other functions that may be required with this position include:

• Responsiveness to emails, texts and phone calls.
• Ability to arrive and depart timely in accordance with scheduled hours of operation.

Job Requirements

• High school diploma required.

The following are qualifications and requirements of the position:

• Experience or passion for working with justice-involved or justice-impacted individuals.
• Experience working in a congregate or shelter setting.
• Strong written documentation and communication skills
• Good problem-solving skills and ability to work autonomously
• Microsoft Office Suite, particularly Excel, required
• Experience utilizing EMR systems.

The following additional competencies are viewed as important to success in this position:

• Preferably bi-lingual in Spanish.
• Excellent written and oral communication skills.
• Excellent or proficient technical skills to perform tasks related to Microsoft Office, email and case management systems
• Ability to work independently and collaboratively with the team
• Dependability and reliability to arrive and depart timely for scheduled shift.
• Ability to lift 40lbs.

Job candidates should be aware that scammers may pose as employers and create fake job postings in order to extract personal information from individuals for financial gain. Housing Works will never ask job candidates for personal information, such as social security numbers or bank account details, over the phone. If you suspect that a job posting may be fake or wish to confirm that a job posting from Housing Works is genuine, please contact us at recruitment@housingworks.org

Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org

Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.

Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

This position is included in a bargaining unit of Housing Works’ New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union (“RWDSU”). Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a “CBA”) between Housing Works and the RWDSU