Program Coordinator

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Interim housing programs run on direct service and leadership. What keeps them running — accurately, compliantly, and without things falling through the cracks — is coordination. The Program Coordinator is responsible for that infrastructure.

Reporting to the Program Manager or Assistant Program Manager, the Program Coordinator provides the administrative, operational, and data coordination support that enables assigned HTM interim housing sites to function in alignment with agency policies, funder requirements, and contract standards. This role tracks documentation, monitors compliance tasks, maintains participant records in HMIS, reviews shift reports, follows up on incidents, and ensures that the operational details of daily program life are organized, accounted for, and ready for scrutiny. When audits happen, when monitoring visits arrive, when leadership needs to know whether documentation is current — the Program Coordinator is the reason the answer is yes.

This is not a supervisory role, and the distinction is deliberate. The Program Coordinator's value is in coordination, quality control, and follow-through — not authority. It requires someone who can hold a high volume of moving parts with precision and calm, who understands that a missing daily activity report or an untracked incident is not a paperwork problem but a compliance risk, and who takes both the operational and the relational dimensions of the work seriously. Programs do not run on good intentions. They run on systems, and this role is responsible for keeping those systems intact.

Primary Duties and Responsibilities

Data, Documentation & Compliance

• Maintain accurate and up-to-date participant records in HMIS and other agency-approved data systems

• Track completion of required program documents including Daily Activity Reports (DARs), wellness check logs, incident report submissions, and case management documentation

• Conduct first-level review of documentation for completeness and accuracy; flag missing or late items for follow-up

• Submit and follow up on all incident reports in accordance with agency protocols

• Review shift reports regularly to monitor staff performance and documentation compliance

• Maintain organized participant files, rosters, logs, and trackers in accordance with program and funder requirements

• Assist with preparation for audits, monitoring visits, and internal reviews by gathering and organizing requested documentation

• Support program and contract compliance by regularly reviewing logs, records, and data against funder requirements

Operations & Site Management

• Monitor the medication cabinet and review all medication records

• Track supply inventory and submit facility maintenance, IT, and supply order requests with Program Manager approval

• Regularly inspect bathroom facilities, shelter rooms, and site surroundings to ensure clean, sanitary, and safe conditions

• Report maintenance issues and repair needs to the supervisor promptly

• Help train janitorial and hygiene staff on proper site and bathroom maintenance protocols

• Coordinate communication between shifts, departments, and program leadership regarding operational needs and follow-up items

• Provide on-site support during high-volume or high-need operational periods

• Work collaboratively with outsourced security staff to maintain safety for participants, staff, volunteers, and visitors

• Train staff on the use of security and surveillance systems

Staff Support & Coordination

• Provide direction and training to shelter support staff including Client Service Monitors and Case Managers in collaboration with the Program Manager or Assistant Program Manager

• Maintain staff timesheets and daily activity reports as directed

• Support onboarding processes by coordinating training schedules, tracking credentials, and organizing required documentation

• Schedule meetings, case conferences, and staff training sessions as directed

• Provide staff coverage as needed, including substituting as a Client Service Monitor during absences

• Provide feedback to leadership on service delivery, program enhancements, and operational modifications as needed

Participant & Community Engagement

• Assist with participant issues including conflict resolution and complaint resolution using de-escalation and mediation techniques

• Provide emergency service referrals and warm handoffs for domestic violence, human trafficking, sexual assault, and other crisis needs as appropriate

• Ensure implementation of Housing First, Harm Reduction, and Trauma-Informed Care principles across all participant interactions

• Support participant engagement activities, orientations, and program communications as assigned

• Support case management services to participants as needed

• Build and maintain positive working relationships with community partners including mental health programs, law enforcement, neighborhood councils, and service providers

General

• Assist leadership with special projects, reports, and data pulls as needed

• Attend staff meetings, case conferences, training workshops, and community meetings as required

• Coordinate external partners, service providers, and volunteers as directed

• Adhere to all organizational policies related to attendance, dress code, professionalism, and conduct

• Identify and report unsafe situations, systems, or processes to supervisors promptly

• Perform other duties as assigned