ESSHI Office Coordinator

Community Wellness Partners; Town of New Hartford (NY); On-site; USD 42,000 - 46,000; Full time

Job summary

Community Wellness Partners in NEW HARTFORD, NY 13413 is seeking an Office Coordinator to serve as the administrative hub of the Supportive Housing Program, ensuring smooth daily operations for about 51 participants living independently in the community. The role covers program administration, participant intake and housing coordination, financial and administrative support, and compliance.

The position offers a $20.00–$22.00 hourly rate, full-time days schedule, and a focus on accurate

Qualifications

• Associate degree in Business Administration, Human Services, Public Administration, or related field.
• Minimum two years of administrative experience, preferably in healthcare, social services, housing, behavioral health, or nonprofit settings.
• Strong computer skills including Microsoft Office Suite.
• Experience maintaining confidential records and managing multiple priorities.
• Excellent organizational, communication, and customer service skills.
• Ability to work effectively with diverse populations and demonstrate cultural sensitivity.
• Valid driver's license and reliable transportation preferred.

Responsibilities

• Manage day-to-day office operations and administrative functions of the supportive housing program.
• Maintain participant files and ensure documentation complies with agency, state, and funding requirements.
• Manage program databases, data entry, reporting systems, and electronic records.
• Prepare correspondence, reports, spreadsheets, meeting minutes, and other program documents.
• Track participant occupancy, vacancies, waitlists, referrals, and move-in status.
• Maintain office supplies and coordinate equipment and facility needs.
• Assist with referral process and document tracking.
• Prepare move-in packets and lease-related documentation.
• Create and maintain inventory lists for participant furnishings and move-in supplies.
• Coordinate apartment readiness activities with property management and maintenance staff.
• Support participant transitions into permanent housing by ensuring required documentation is completed accurately and timely.
• Process invoices, purchase requests, and program expenditures as assigned.
• Maintain records related to housing assistance and supportive service funding.
• Reconcile participant inventory and program resource tracking logs.
• Ensure participant records are complete, accurate, and audit-ready.
• Assist with grant reporting and data collection requirements.
• Track program outcomes, participant demographics, and service utilization data.
• Support preparation for regulatory reviews, monitoring visits, and program audits.
• Maintain confidentiality of participant and agency information in accordance with HIPAA and applicable regulations.

Skills

Organizational skills

Communication skills

Customer service

Multitasking

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

ESSHI Office Coordinator

Job location: NEW HARTFORD, NY 13413

Salary range: $20.00 - $22.00 Hourly

Job shift: Day

Schedule: Full-Time Days

Position Summary

The Office Coordinator serves as the administrative hub of the Supportive Housing Program, ensuring efficient daily operations that support approximately 51 participants living independently in the community. This position provides administrative, organizational, and participant support services while maintaining program records, facilitating communication among staff and community partners, coordinating participant onboarding activities, and supporting the delivery of high-quality housing stabilization services.

The Office Coordinator plays a key role in creating a welcoming, inclusive, and supportive environment for participants and works collaboratively with Care Navigators, Wellness Coach, Property Management, and community service providers.

Essential Duties and Responsibilities

Program Administration

• Manage day-to-day office operations and administrative functions of the supportive housing program.
• Maintain participant files and ensure documentation complies with agency, state, and funding requirements.
• Manage program databases, data entry, reporting systems, and electronic records.
• Prepare correspondence, reports, spreadsheets, meeting minutes, and other program documents.
• Track participant occupancy, vacancies, waitlists, referrals, and move-in status.
• Maintain office supplies and coordinate equipment and facility needs.

Participant Intake and Housing Coordination

• Assist with the referral process and document tracking
• Prepare move-in packets and lease-related documentation.
• Create and maintain inventory lists for participant furnishings, household items, and move-in supplies.
• Coordinate apartment readiness activities with property management and maintenance staff.
• Support participant transitions into permanent housing by ensuring required documentation is completed accurately and timely.

Financial and Administrative Support

• Process invoices, purchase requests, and program expenditures as assigned.
• Maintain records related to housing assistance and supportive service funding.
• Reconcile participant inventory and program resource tracking logs.

Compliance and Reporting

• Ensure participant records are complete, accurate, and audit-ready.
• Assist with grant reporting and data collection requirements.
• Track program outcomes, participant demographics, and service utilization data.
• Support preparation for regulatory reviews, monitoring visits, and program audits.
• Maintain confidentiality of participant and agency information in accordance with HIPAA and applicable regulations.

Qualifications

Required Qualifications

• Associate degree in Business Administration, Human Services, Public Administration, or related field; Bachelor's degree preferred.
• Minimum two years of administrative experience, preferably in healthcare, social services, housing, behavioral health, or nonprofit settings.
• Strong computer skills including Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Experience maintaining confidential records and managing multiple priorities.
• Excellent organizational, communication, and customer service skills.
• Ability to work effectively with diverse populations and demonstrate cultural sensitivity.
• Valid driver's license and reliable transportation preferred.

Preferred Qualifications

• Experience working in supportive housing, case management, homelessness services, affordable housing, or community-based programs.
• Knowledge of HMIS, ePaces, electronic health records, or housing management systems.
• Familiarity with housing subsidies, community resources, and supportive service networks.
• Bilingual skills are a plus.