Program Assistant – Permanent Supportive Housing

Job Title: Program Assistant – Permanent Supportive Housing

FLSA Status: Full-Time, Non-Exempt

Department: Operations

Reports To: Deputy Director of Permanent Supportive Housing

Direct Reports: None

Housing Up is one of the leading non-profit organizations in Washington DC providing the full spectrum of housing and supportive services to more than 700 homeless and at-risk households, so that they can transform their own lives. Housing programs include permanent supportive, rapid rehousing, transitional, and affordable rental housing. Supportive services include case management, employment services, clinical services, housing counseling, resident services, life skills, and youth programming.

Position Summary

The Program Assistant will report to the Deputy Director of Permanent Supportive Housing (PSH) and assist the PSH Department with contract compliance and quality assurance. The Program Assistant will be responsible for integrating, streamlining, and enhancing program reports, case files, and other program tracking tools, to assure audit readiness and overall program efficiency.

Essential Functions 

·       General administrative work (taking minutes during team meetings, brokering community resources for clients, mailing client letters, etc.);

·       Manage filing procedure (empty file drop box, file client documents and subsidy related documents, create new files, close out files, audit files, archive files, etc.);

·       Manage supply orders across the Permanent Supportive Housing department;

·       Perform Quality Assurance /Audit Readiness Checks (random chart and data management audits);

·       Update the onboarding procedure binder for new Permanent Supportive Housing employees;

·       Manage professional development trainings tracker for department, collect training certificates, and submit training transcripts during audits;

·       Manage client income tracker and enter notes into the CATCH database;   

·       Complete monthly language access report;

·       Manage and update department weekly staff roster;

·       Manage and update file audit checklists;

·       Complete client satisfaction surveys (biannually);

·       Upload department and contract related documents to the departments SharePoint page;

·       Manage credit card request. Collect client purchase receipts and client acknowledgment forms from case managers;

·       Complete monthly expense report; and

·       Other duties as required.

This job description provides a summary of the major duties and responsibilities performed by individuals in this position. Incumbents may be asked to perform other tasks not specifically written in this job. 

Required Qualifications

·       A minimum of 4 years of administrative experience;

·       Excellent skills in the Microsoft Office suite are essential;

·       Strong organizational, communication and interpersonal skills, and diligence and creativity;

·       Knowledge of the issues that vulnerable populations face;

·        Knowledge of MS Office software (Word, Excel, PowerPoint);

·       Knowledge of Google Docs;

·       Knowledge of (SharePoint, OneDrive, Kofax, Docufree);

·       Travel within the Washington, DC community is required;

·       Valid driver’s license and vehicle required, as well as proof of auto insurance;

Preferred Qualifications

·       Bachelor’s degree in Human Services or related field preferred;

·       Previous experience working in a nonprofit work environment; 

Work Environment/Physical Effort

The incumbent will be required to work in the Washington DC office 5 days per week. This role is eligible for overtime and may require the incumbent to work some evenings and weekends. Requires the ability to sit up to 3-6 hours per day with intermittent occasional walking and standing; ability to sit/stand for prolonged periods; and ability to lift 20-30 pounds.

Vaccine Protocol

Housing Up has made the safety of our clients, staff, and our surrounding communities a top priority. As part of that commitment, the organization that all are required to be vaccinated against COVID. As a prospective and/or a new employee at Housing Up, you will be required to comply with the organizations vaccination protocol. Proof of full vaccination will be required before the start of employment in order to work at any Housing Up location. Prospective or new employees may seek a medical or religious exemption to the vaccination requirement from human resources and must have an approved exemption prior to the start of their employment. Failure to provide proof of vaccination or to obtain approval for medical or religious exemption will result in the offer of employment being rescinded. 

Housing Up is an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.