The purpose of the Program Operations Assistant is to provide administrative support to Homeport Programs under Housing Advisory Services and Resident Services. This position provides client and resident recruitment, communications, intake, and follow-up; calendar and file maintenance; and data collection and entry.
Duties and responsibilities
Program Intake and Follow Up:
- Responds to program inquiries (e.g. phone calls, walk-ins, emails) and informs prospective and current clients and residents of available services.
- Assesses client needs for appropriate matching with Homeport program services.
- Collaborates with Housing Advisors to set priorities for client scheduling and to triage client applications.
- Coordinates the distribution, collection and entry of program intake paperwork.
- Coordinates and conducts new client scheduling for individual appointments and group education workshops.
- Provide follow up communications (e.g. phone, email) with clients to schedule follow-up sessions, promote additional services, and collect outcome data.
- Supports a culture of positive client interactions and experiences with Homeport programs; utilizes a solution- and customer-service oriented approach to client concerns and issues.
Community Outreach and Program Recruitment:
- Identifies, vets, and participates in recruitment and program promotion opportunities. These may include face-to-face outreach, partner meetings, community networking events, and resources fairs.
- Participates in distributing recruitment materials to program partners, businesses, and other community spaces.
- Enters required information in the client management systems (CMS).
- Creates and maintains audit ready client files; conducts regular self-audits to ensure accuracy and completeness of records.
- Assists in the coordination of program activities, services, and events.
- Provide brief telephone follow up to clients and Homeport residents to determine additional service needs.
- Supports administrative needs of program staff such as preparing program materials, making phone calls to partners, scheduling meetings, and filing paperwork.
- Other duties as assigned.
Education and Experience
Associate from an accredited school preferred. 3-5 years of previous work experience in an office setting; experience in the field of housing, lending, or nonprofit preferred. Strong working knowledge of Microsoft Office products. Bilingual skills a plus.
- Exceptional interpersonal skills; ability to interact positively with diverse populations.
- Strong listening, oral, and written communication skills including an ability to communicate effectively over the phone, in person, and via email.
- Experience managing customer concerns with a solution-oriented approach.
- Strong attention to detail and highly organized.
- Ability to manage multiple tasks independently.
- Proficiency in Microsoft Office suite. Strong knowledge of Outlook applications.
Job Type: Full-time
Salary: $15.00 to $18.00 /hour
- Relevant: 3 years (Required)
- Health insurance
- Dental insurance
- Vision insurance
- Retirement plan
- Paid time off
This Job Is:
- A job for which all ages, including older job seekers, are encouraged to apply
- Open to applicants who do not have a college diploma