Residential Programs Administrative Coordinator

Job Type

Full Time




San Francisco
United States


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


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 Associate Director for Housing & Residential Programs. 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.


  • Supports the Director of Residential Programs 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. The current software in use is Efforts-to-Outcomes (ETO)
  • Works with Department staff to ensure Homeless Management Information Systems (HMIS) and database (ETO) 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 Director 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
  • Assists with data reporting as needed to complete Annual Performance Reports (APR), and other reports for internal and external audiences, including those mandated by various funders
  • Assist with grant renewals for Housing programs
  • Attend community meetings as assigned
  • Attend all required trainings
  • Extensive document and spreadsheet processing using MS Office applications, particularly Word and Excel
  • Detailed data entry assignments
  • Maintain Health Information Privacy and Portability Act (HIPPA) compliance as it pertains to all confidential client or resident information
  • Process, revise and create memos following established format
  • Fulfill a variety of clerical functions including copying, faxing, courier, phones, reception duties
  • Follow complex directions with minimal oversight
  • Other administrative support duties as assigned



  • Associate’s degree in personnel/administrative related field or comparable experience


  • Three (3) years experience in an administrative role
  • Two (2) years of experience with database administration and compliance preferred
  • Translatable military experience and skills may be alternatively substituted


  • With training to be provided, the ability to perform agency database functions at the Administrator level
  • Ability to meet deadlines
  • Valid California Drivers License
  • Reliable vehicle with current insurance as position may require travel between sites
  • 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


  • Intermediate knowledge in excel, advanced computer skills
  • Organized and detail oriented

Equipment Used

Computer, telephone, copy machine, fax machine, scanner


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

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

(No calls please)

Please submit a thoughtful cover letter explaining your interest in Swords to Plowshares, where/how you found out about this career opportunity, and your salary requirement. Email the cover letter along with your resume to

Please include the exact title for this position in the subject line of your email:

Residential Programs Administrative Coordinator

Swords to Plowshares is an inclusive employer and we are proud of the rich diversity among our staff. Please join us!