Housing and Administrative Coordinator

SUMMARY
The Housing and Administrative Coordinator has the primary responsibility to provide administrative assistance and support to the Chief Program Officer and Housing Services department. Such activities include, but are not limited to, supporting leadership and services through office management and other administrative duties as assigned.

RESPONSIBILITIES
• Responsible for scheduling appointments, calendar coordination, and communication for CPO while providing email support, including review and response as needed.
• Process internal and external office documents, including preparation for CPO signature. Ensures documents requiring CPO awareness and approval are presented for signature promptly.
• Supports preparation of documents and minute taking for Program Committee and other program related meetings.
• Manage and maintain the document control system. Ensure content and integrity of all documentation relevant to the organization’s operations is protected. Such documentation includes but is not limited to approved Policy and Procedure, related forms, and documents.
• Assist with annual review and evaluation of program methodology and service delivery processes, which include conducting program participant surveys and identifying barriers to receiving or successfully completing services.
• Coordinate and provide oversight of annual audits in adherence to funder and or contract authority contract targets and requirements.
• Prepare or modify a variety of written materials (e.g., correspondence, memos, meeting minutes, policy and procedure, and reports, etc.) for the purpose of documenting activities and or conveying information.
• Assist with recruitment and retention activities, including screening, scheduling interviews, and preparing personnel and payroll forms Housing Services applicants seeking employment.
• Schedule and track annual training requirements including staff and community meetings.
• Support all office management including purchasing of supplies and materials.
• Maintain confidentiality at all times. Transmit applicant/participant information in an appropriate
manner with respect for individual privacy and dignity.
• Complete annual training plan requirements. Independently seek out resources and learning opportunities to foster ongoing professional growth, including meetings and trainings coordinated and or facilitated by community partners. Maintain awareness of trends and best practices and proactively and continually acquire knowledge in fields related to women, crises management, and homelessness.
• Perform additional duties and participate on work committees as assigned.

EDUCATION AND EXPERIENCE
Associate’s or Bachelor’s degree. Minimum of 3 years proven administrative support and quality improvement experience and time management skills to complete a high volume of varied responsibilities in a fast-paced work environment.

KNOWLEDGE, SKILLS, ABILITIES
• Demonstrate excellent verbal and written communication skills, including the ability to effectively articulate CTL’s mission, vision, and message.
• Demonstrate proficiency in quality improvement, performance measurement, and/or program evaluation and demonstrate advanced computer skills (Windows operating system and Office products, including Word, Excel, and Outlook). Ability to learn and use any other software programs needed in the operations of CTL programs.
• Work independently with minimum supervision and maximum accountability. Possess excellent interpersonal skills and the ability to work well with all levels of management, staff, and families.
• Prioritize and execute multiple projects under demanding deadlines with attention to detail.