Housing Administrative Assistant

Bayview Overview

Bayview Foundation is a nonprofit organization that provides affordable housing and supportive services to residents living in Madison’s historic Triangle Neighborhood. In the middle of the neighborhood, Bayview operates a comprehensive community center that offers culturally relevant and responsive educational, social, recreational, and cultural programs and services.

Bayview is in its final year of a phased, three year plan to rebuild the 6.4 acre property. By early 2025, the new Bayview will feature 130 apartment and townhouse units, providing affordable, dignified housing for up to 500 residents. The campus also features a stunning new neighborhood center that serves the entire neighborhood with programming in the following areas: food access; youth development and education; adult education and skill advancement; social work and resource navigation; senior meals and wellness; art and cultural programs.

You can find more information about Bayview on our website: https://www.bayviewfoundation.org/in-the-news.

Position Summary

Bayview is seeking a full-time, 32 hours/week Housing Administrative Assistant to help administer the day-to-day operations of the housing department. This position includes assisting with annual resident recertifications, working with residents on compliance matters, ensuring the upkeep of the property, and developing positive relationships with residents and community members. . Experience with affordable housing, including Project Based Section 8 and Low Income Tax Credit Program, is highly desired.

Hours and Compensation

The Housing Administrative Assistant is a full time, 32 hour/week position, between the hours of 8:00 am and 5:00 pm, as well as evenings and weekends as needed.

The hourly rate for this position is $47,320-$50,960 based on experience and qualifications. This position includes the following benefits: health and dental coverage (prorated based on percentage of employment), short- and long-term disability, and PTO (sick, vacation, personal days, and holidays) and a 403b retirement plan with up to a 6% employer match.

This position reports to the Housing Director.

Duties and Responsibilities

Compliance and Reporting

• Coordinate the tenant recertification process, initial files, interim changes, and HUD payment submission
• Meet with tenants initially, annually and on an interim basis, as needed, to complete required paperwork
• Maintain complete, organized tenant files and related documentation regarding continuing eligibility
• Regularly audit files to ensure compliance with all city, county, state, federal and company policies
• Monitor and enforce compliance of Bayview House Rules and Policies
• Handle tenant conflicts and complaints and correspondences
• Assist with parking assignments, monitoring and enforcement
• Assist with review and implementation of disability accommodation requests, including emotional support animals.
• Assist with reports to funding sources
• Review and implement policies and procedures, in conjunction with the Housing Director
• Maintain a working knowledge of all fair housing laws, policies and practices

Financial

• Process rental payments and prepare bank deposits
• Assist with the creation of monthly rent and financial reports
• Follow up on delinquent rent, tenant fees and outstanding tenant damage invoices

Maintenance

• Work in collaboration and conjunction with Maintenance and provide support in the creation, tracking and follow up of maintenance work orders and projects
• Assist with annual inspections of all apartment units in accordance with HUD, WHEDA and REAC
• Help to maintain upkeep and appearance of the buildings and campus
• Provide on call maintenance emergency coverage on a regular schedule (approximately one week per 4 to 8 weeks)

Resident Support

• Maintain privacy, and dignity of tenants
• Respond to tenant questions, complaints, and conflicts
• Develop and maintain positive relationships with tenants

Leasing and Marketing

• Create and maintain an effective marketing program that adheres to program requirements and fair housing
• Maintain and update the waiting list
• Answer calls about available apartments and show available apartments
• Screen and process all incoming applications and prepare lease documents for new tenants
• Help to coordinate tenant move-ins and move-outs

Other Duties

• Additional duties as assigned

Qualifications

• Excellent administrative skills and attention to detail
• Great customer service and the ability to cultivate and maintain positive relationships with all residents, partners, and colleagues
• Excellent communication and interpersonal skills
• At least 2 years of relevant work experience in property management with Low Income Housing Tax Credits and/or HUD Project-Based Section 8 Properties a plus
• Experience working with low-income communities of color and commitment to social justice, racial equity, and anti-racism
• Knowledge of landlord/tenant and fair housing laws
• A demonstrated ability to work independently, meet deadlines, organize time, set priorities, and take initiative
• Experience using databases and/or housing management software such as Real Page One-Site
• Desired (but not required): HUD Occupancy Specialist, LIHTC Tenant Occupancy and HOTMA certifications preferred; If new hire doesn’t have these certifications prior to employment, they would be expected to gain certifications within six months of employment (trainings to be paid by Bayview)
• Proficient in Microsoft Office applications, including Google Suite and Microsoft applications; Experience using housing and/or leasing software (Bayview uses OneSite)
• Possession of valid driver’s license and access to reliable transportation
• Ability to maintain confidentiality in working with tenants and information
• Ability to be on call and respond to maintenance emergencies (add expectation here)

To Apply

Submit the following application materials to Bayview Foundation email at: employment@bayviewfoundation.org, with Assistant Housing Administrator in the subject line. Bayview’s team will review all applications and if we believe your qualifications would make a good fit, we'll contact you to schedule a phone interview. Application packets must include the following:

1. Cover letter describing your experience and qualifications specific to this role.
2. Resume

Preference will be given to applications received by December 18, 2025. No faxes or phone calls.

Bayview’s interview process for this position will include the following:

Step 1: Phone Screening- learn more about the role and share your experience (~30 minutes)

Step 2: In Person Interview (~ 1 hour)

Step 3: Reference Checks

Step 4: Possible follow-up interview and practice work assignment

Bayview is an Equal Employment Opportunity/Affirmative Action Employer