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Residential Programs Administrative Coordinator

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Published 8 days ago

About Swords to Plowshares 

Founded in 1974, Swords to Plowshares is a community-based not-for-profit organization that provides counseling and case management, employment and training, housing, and legal assistance to veterans in the San Francisco Bay Area. We promote and protect the rights of veterans through advocacy, public education, and partnerships with local, state, and national entities. Believing that war causes wounds and suffering that last beyond the battlefield, our mission is to heal the wounds of war and to restore dignity, hope, and self-sufficiency to all veterans in need, and to end homelessness and poverty among those we serve. To learn more about Swords to Plowshares, please visit our website at www.swords-to-plowshares.org

 

Job Title 

Residential Programs Administrative Coordinator 

 

Location 

401 Van Ness Avenue, San Francisco, CA 94102

Will require some travel between various locations. 

 

Employment Type 

Full-time, Exempt 

 

Summary 

The Residential Programs Administrative Coordinator is responsible for managing or assisting with internal compliance, data entry, data quality, report preparation and grant follow-up activities. This position will work closely with the Chief Operating Officer & Housing Director. The Residential Programs Administrative Coordinator will assist with various administrative tasks across all of Swords to Plowshares Residential Facilities. This position will require some travel between various locations. 

 

Roles and Responsibilities  

  • Supports the Chief Operating Officer (COO) with all administrative functions of the position, as directed 
  • Prepares reports and manages data in the agency’s client tracking database for the Residential Programs component, including assuring data maintenance/compliance standards across all housing programs 
  • Works with Housing staff to ensure Homeless Management Information Systems (HMIS) and internal database data entry compliance, staff comprehension and training activities are in line with agency standards  
  • Assists with program support activities such as client file transfers and closures 
  • Reports data variations and/or non-compliance to the data team and COO to ensure information is reported and corrected as needed 
  • Creates data reports on a weekly, monthly, and quarterly basis to ensure compliance standards are being met  
  • Conducts data reporting to complete Annual Performance Reports (APR), Mayors Office of Housing and Community Development (MOHCD), and other reports for internal and external audiences, including those mandated by various funders 
  • Assist with grant renewal processes for Housing programs 
  • Act and represent the organization as an Agency Lead for the Continuum of Care (CoC) HMIS system 
  • Track permanent supportive housing vacancies and referrals in various STP (Swords to Plowshares) and locally required data systems 
  • Attend external community meetings as assigned  
  • Attend all required training  
  • Train new Housing staff on data system use and compliance expectations related to data management 
  • Conduct refresher training as needed for staff on data systems used for case management and programmatic outcome reporting 
  • General data systems troubleshooting assistance for Housing staff   
  • Assist staff in correcting data entry errors, as needed 
  • Track and maintain annual HIPAA (Health Information Privacy and Portability Act) training & other compliance records for Residential Programs and Housing Operations staff  
  • Ensure that HIPAA and other privacy compliance mandates are upheld as it pertains to all confidential client information. 
  • Fulfill a variety of clerical functions including creating and revising documents, presentations, and spreadsheets along with other communications  
  • Follow complex directions with minimal oversight 
  • Other administrative support duties as assigned 

 

Requirements 

Experience 

  • Minimum of three (3) years' experience in an administrative role with a heavy focus on data entry. Translatable military experience and skills may be alternatively substituted 
  • Two (2) years of experience ensuring data quality and contract compliance goals are met 

Skills  

  • Intermediate knowledge of Microsoft Office Suite programs 
  • Ability to conduct extensive document and spreadsheet processing using MS Office applications, particularly Word and Excel 
  • Ability to meet deadlines, including those with limited notice  
  • Organized and detail oriented 

Qualifications 

  • With training to be provided, the ability to perform agency database functions at the Administrator level 
  • Must be able to perform all duties and tasks within what would be considered as reasonable accommodation 
  • Must be able to communicate effectively with a variety of personalities and be comfortable working with an at-risk client population, including embracing the agency’s Cultural Humility Initiative 

Equipment Used 

  • Computer, telephone, copy machine, fax machine, scanner 

 

Salary & Benefits 

Compensation is based on a competitive public interest salary scale. Swords to Plowshares offers a generous benefits package including the following benefits: 

  • Excellent medical and dental packages 
  • 403(b) retirement plan with employer contribution 
  • 17 vacation days in the first year 
  • 12 holidays every year 
  • Wellness program 


About Swords to Plowshares 

Founded in 1974, Swords to Plowshares is a community-based not-for-profit organization that provides counseling and case management, employment and training, housing, and legal assistance to veterans in the…

Details at a Glance

  • Time Commitment
    Full Time Schedule

Location

On-site
San Francisco, CA, USA

How to Apply

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