Program Coordinator

Program CoordinatorThe mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.Interim housing programs run on direct service and leadership. What keeps them running — accurately, compliantly, and without things falling through the cracks — is coordination. The Program Coordinator is responsible for that infrastructure.Reporting to the Program Manager or Assistant Program Manager, the Program Coordinator provides the administrative, operational, and data coordination support that enables assigned HTM interim housing sites to function in alignment with agency policies, funder requirements, and contract standards.

This role tracks documentation, monitors compliance tasks, maintains participant records in HMIS, reviews shift reports, follows up on incidents, and ensures that the operational details of daily program life are organized, accounted for, and ready for scrutiny. When audits happen, when monitoring visits arrive, when leadership needs to know whether documentation is current — the Program Coordinator is the reason the answer is yes.This is not a supervisory role, and the distinction is deliberate. The Program Coordinator's value is in coordination, quality control, and follow-through — not authority.

It requires someone who can hold a high volume of moving parts with precision and calm, who understands that a missing daily activity report or an untracked incident is not a paperwork problem but a compliance risk, and who takes both the operational and the relational dimensions of the work seriously. Programs do not run on good intentions. They run on systems, and this role is responsible for keeping those systems intact.Primary Duties and ResponsibilitiesData, Documentation & ComplianceMaintain accurate and up-to-date participant records in HMIS and other agency-approved data systemsTrack completion of required program documents including Daily Activity Reports (DARs), wellness check logs, incident report submissions, and case management documentationConduct first-level review of documentation for completeness and accuracy; flag missing or late items for follow-upSubmit and follow up on all incident reports in accordance with agency protocolsReview shift reports regularly to monitor staff performance and documentation complianceMaintain organized participant files, rosters, logs, and trackers in accordance with program and funder requirementsAssist with preparation for audits, monitoring visits, and internal reviews by gathering and organizing requested documentationSupport program and contract compliance by regularly reviewing logs, records, and data against funder requirementsOperations & Site ManagementMonitor the medication cabinet and review all medication recordsTrack supply inventory and submit facility maintenance, IT, and supply order requests with Program Manager approvalRegularly inspect bathroom facilities, shelter rooms, and site surroundings to ensure clean, sanitary, and safe conditionsReport maintenance issues and repair needs to the supervisor promptlyHelp train janitorial and hygiene staff on proper site and bathroom maintenance protocolsCoordinate communication between shifts, departments, and program leadership regarding operational needs and follow-up itemsProvide on-site support during high-volume or high-need operational periodsWork collaboratively with outsourced security staff to maintain safety for participants, staff, volunteers, and visitorsTrain staff on the use of security and surveillance systemsStaff Support & CoordinationProvide direction and training to shelter support staff including Client Service Monitors and Case Managers in collaboration with the Program Manager or Assistant Program ManagerMaintain staff timesheets and daily activity reports as directedSupport onboarding processes by coordinating training schedules, tracking credentials, and organizing required documentationSchedule meetings, case conferences, and staff training sessions as directedProvide staff coverage as needed, including substituting as a Client Service Monitor during absencesProvide feedback to leadership on service delivery, program enhancements, and operational modifications as neededParticipant & Community EngagementAssist with participant issues including conflict resolution and complaint resolution using de-escalation and mediation techniquesProvide emergency service referrals and warm handoffs for domestic violence, human trafficking, sexual assault, and other crisis needs as appropriateEnsure implementation of Housing First, Harm Reduction, and Trauma-Informed Care principles across all participant interactionsSupport participant engagement activities, orientations, and program communications as assignedSupport case management services to participants as neededBuild and maintain positive working relationships with community partners including mental health programs, law enforcement, neighborhood councils, and service providersGeneralAssist leadership with special projects, reports, and data pulls as neededAttend staff meetings, case conferences, training workshops, and community meetings as requiredCoordinate external partners, service providers, and volunteers as directedAdhere to all organizational policies related to attendance, dress code, professionalism, and conductIdentify and report unsafe situations, systems, or processes to supervisors promptlyPerform other duties as assignedRequirementsMust pass pre-employment and ongoing drug and alcohol screeningsMust pass background check as required per worksiteMust provide proof of legal authorization to work in the United StatesMust comply with all HTM policies including safety, confidentiality, conduct, and HIPAA standardsAbility to lift up to 25 lbs.Ability to stand, bend, squat, kneel, twist, push, and pull on an intermittent or continuous basisAbility to perform sustained visual tasks including administrative and clerical workAbility to move quickly between locations and climb stairs as neededMust be available for varied shifts including evenings, weekends, and coverage as operationally requiredPosition is contingent upon funding availability and contract requirementsQualificationsMinimum two years of experience in program coordination, staff support, or a related role in homeless services or social servicesExperience working in homeless services strongly preferredKnowledge of homeless populations, government assistance programs, housing placements, and case management procedures strongly preferredKnowledge of contract compliance requirements in a funded program setting strongly preferredFamiliarity with Housing First, Harm Reduction, and Trauma-Informed Care frameworksFamiliarity with HMIS and data entry in program management systems preferredSkillsAbility to maintain accurate records and manage documentation across multiple systems simultaneouslyAbility to identify and follow up on missing, late, or incomplete documentationProficiency in Microsoft Office Suite; HMIS and CHAMP experience preferredClear written and verbal communication skillsAbility to coordinate across shifts, teams, and departments to ensure operational continuityAbility to apply de-escalation and conflict resolution techniques in participant interactionsAbility to provide crisis referrals and warm handoffs for domestic violence, human trafficking, sexual assault, and other urgent needsAbility to work effectively in fast-paced, team-oriented environments with shifting prioritiesBilingual preferred but not requiredPhysical, Demands, Environmental Conditions, EquipmentThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings that may require climbing stairs;