Program Administrator-Placement

HomeFirst; San Jose (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

HomeFirst in San Jose is seeking a Program Administrator to support the Permanent Housing Division with administrative oversight and program coordination. This full‑time, non‑exempt role involves coordinating activities, maintaining documentation, and ensuring adherence to contract requirements.

You will help analyze financial records, track program performance, and report trends to division leadership while coordinating with internal and external partners to advance housing initiatives.

Qualifications

• Two years of paid or volunteer experience in social service or related human services required.
• Experience with financial administration preferred.
• Bilingual Spanish or Vietnamese preferred, not required.

Responsibilities

• Provide administrative support to Permanent Housing Division as assigned.
• Analyze financial records for trends, summarizing and reporting findings to division leadership.
• Assist in the development and implementation of quality improvement and monitoring activities.
• Maintain compliance with contract, agency, and licensing requirements.
• Achieve identified division and position deliverables and meet deadlines.
• Attend program staff and agency-wide meetings; communicate updates to leadership.
• Prioritize work and manage multiple projects concurrently.

Skills

Bilingual Spanish or Vietnamese

Microsoft Office

Strong written and oral communication

Multitasking

Team collaboration

Job description

POSITION: Program Administrator-PlacementLOCATION: 3150 Almaden Expressway, San Jose 95118Reports to: VP of Permanent HousingStatus: Full Time, Non-ExemptCompensation: $33.97 /HourlyABOUT HOMEFIRSTEstablished in 1980, HomeFirst is a nonprofit organization passionately working to end homelessness. We serve the Bay Area community through low-barrier programming and systems leadership – meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With nearly 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.OUR VALUESKindness: We act with empathy toward others.Passion: We ignite change to fulfill our mission.Excellence: We deliver exceptional service to our communities.POSITION OVERVIEWThe Program Administrator is responsible for supporting the successful administration of various permanent housing programs at HomeFirst. To this end, the Program Administrator participates in our collective effort to end and prevent homelessness.QUALITIES:The Program Administrator is passionate about making a difference in their community and sees themselves working in the services sector long term. They are trustworthy and dependable support to program leadership and maintain a relationship of mutual respect with internal and external partners alike.The Program Administrator demonstrates a thoughtful and organized approach to their work. With the support of program leadership, the Program Administrator participates in our culture of excellence and seeks to grow in their position, strengthen what works within our programs, and address what doesn’t. Together, we model the values and principles of HomeFirst within the agency and broader community.HomeFirst is a diverse company in a diverse field, and the Program Administrator seeks to work with people from a variety of social and economic backgrounds. They are a highly collaborative member of our team and enjoy a team-oriented work environment.PRIMARY RESPONSIBILITESProvide administrative support to our Permanent Housing Division as assigned.Analyze financial records for trends, summarizing and reporting findings to division leadership.Support the delivery of division programming in accordance with agency and contractual standards.Assists in the development and implementation of quality improvement and monitoring activities.Maintain compliance with contract, agency, and licensing requirements.Achieve identified division and position deliverables.Adhere to task completion deadlines.Prioritize work in accordance with division needs, problem solving and notifying leadership when challenges arise.Attend all job-related meetings, including program staff meetings and agency-wide meetings.Participate in opportunities for learning and skill maintenance/development.Utilize supervision appropriately, maintaining open lines of communication and providing updates on activity.BENEFITSHomeFirst provides comprehensive benefits, including 100% employer-paid medical, dental, and vision coverage and additional wellness options like chiropractic care, mental health support, pet insurance, and an Employee Assistance Program. We offer a 401(k)-retirement plan with generous matching, life and disability insurance, flexible spending accounts, commuter benefits, and workers’ compensation. Employees enjoy 12 holidays, sick leave, and PTO starting at 15 days annually, increasing with tenure, plus 8 hours of civic engagement leave annually to volunteer.ORGANIZATIONAL EQUITY STATEMENTAt HomeFirst, diversity, equity, and inclusion guide our services, workplace, and decisions. Recognizing housing as a social justice issue, we prioritize equitable practices, honor lived experiences and uphold dignity for all. By fostering belonging, accountability, and continuous improvement, we embed DEI values in our processes, recruitment, and leadership, striving for excellence at every level.HomeFirst is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst participates in the E-Verify program, as required by law.HomeFirst is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.QUALIFICATIONS (YOU HAVE)Education and ExperienceIndividuals with Lived Experience encouraged to apply2 years of paid or volunteer experience in social service or related human services (required).Experience with financial administration preferredSkills, Abilities, and KnowledgeBilingual Spanish or Vietnamese speaking or bicultural preferred, not required.Proficient in Microsoft Office suiteStrong written and oral communication skillsInterest in developing relationships with community partners and outside agenciesAbility to manage multiple projects concurrently and be flexible with priorities.Demonstrated ability to develop and maintain priorities and meet established deadlines.Exceptional organizational skillsStrong sense of accountabilityAbility to present oneself and the agency professionally to internal and external audiences.Ability to work as a member of a team and can set and meet individual goals.Ability to work with people of diverse socio-economic backgrounds.OtherValid CA driver licenseReliable personal vehicle and auto insurance (required)Able to lift up to 25 lbs. on occasion.Ability to use keyboard and read computer screens for extended periods;Able to stand/sit for extended periods, kneel, reach and bend related to the completion of duties;