Program Assistant (Housing)

Gay Men's Health Crisis; New York (NY); Hybrid; USD 50,000 - 55,000; Full time

Job summary

Gay Men\'s Health Crisis (GMHC) seeks a Program Assistant to support the Housing Services division’s operations and administrative systems. The role helps ensure audit-readiness, accurate documentation, and efficient coordination of client resources across GMHC’s housing programs funded by HRA, DOHMH, HUD, and others.

The Program Assistant works under the Senior Director, Housing, collaborating with case managers, staff, and leadership to carry out daily tasks and maintain smooth internal

Qualifications

• Strong organizational and time management skills with keen attention to detail.
• Demonstrated ability to work independently and collaboratively in a fast-paced environment.
• Excellent communication skills (written and verbal).
• HIPAA and data privacy awareness.

Responsibilities

• Provide administrative support for program reporting and audit readiness.
• Maintain familiarity with AWARDS, HASA Web, and data entry tasks.
• Assist in tracking funder requirements (HRA, DOHMH, HUD) and related reports.
• Collect and process rent checks and maintain rent ledgers.
• Prepare and maintain spreadsheets tracking rent payments and arrears.
• Order and distribute office supplies and client resources (food cards, MetroCards).
• Take detailed meeting minutes for Housing team meetings.
• Assist with special projects as assigned.

Skills

Organizational skills

Time management

Communication skills

Active listening

Team collaboration

Empathy

HIPAA compliance

Education

Bachelor's degree

Nonprofit admin experience

Experience with housing/LGBTQ+ communities

Tools

AWARDS

HASA Web

Microsoft Excel

Microsoft Office Suite

PowerPoint

Word

Job description

Job Type

Full-time

Description

The Program Assistant supports the operational effectiveness and administrative systems of GMHC’s Housing Services division. While not responsible for program level oversight, this role plays a key part in helping the agency maintain audit-readiness and compliance by ensuring accurate documentation, assisting with financial tracking, and coordinating the delivery of essential client resources across GMHC’s supportive housing programs funded by HRA, DOHMH, HUD, and other sources.

The Program Assistant works under the supervision of the Senior Director, Housing, and in collaboration with case managers, administrative staff, and program leadership to carry out day-to-day operational tasks and support internal workflows. This role is essential in ensuring a responsive, well-organized housing services environment and upholding GMHC’s mission to promote housing stability for vulnerable and historically marginalized communities.

Essential Job Functions

The Program Assistant will be responsible for the following duties:

Administrative & Operational Support

• Provide administrative support for program reporting requirement and documentation reviews to assist with audit readiness.
• Maintain familiarity with systems such as AWARDS, HASA Web, and other housing-related platforms to support program staff with data entry and compliance tasks.
• Assist in preparing documents and tracking data related to funder requirements (e.g., HRA, DOHMH, HUD), including census logs, rent ledgers, and occupancy reports.
• Collect and process rent checks for housing programs.
• Prepare and maintain spreadsheets tracking rent payments and arrears.
• Order and maintain inventory of office supplies and apartment furnishings.
• Order and distribute food cards, gift cards, and MetroCards for clients and staff use.
• Take detailed and accurate meeting minutes for Housing team meetings.
• Assist with special projects and perform related duties as assigned by the supervisor.

Client & Staff Resource Coordination

• Prepare utility stipend checks and distribute client disbursements.
• Track distribution of MetroCards (monthly and daily) for case managers and clients.
• Assist in processing invoices and expense documentation.

Frontline Client Interaction

• Serve as a triage point for drop-in clients needing administrative support.
• Provide timely assistance or redirection to appropriate Housing staff.

Requirements

Special Skills and Knowledge

The ideal candidate for this position possesses most or all of the following:

Required

• Strong organizational and time management skills with keen attention to detail.
• Demonstrated ability to work independently and collaboratively in a fast-paced environment.
• Excellent communication skills (written and verbal).
• Exceptional active listening skills with the ability to communicate professionally and effectively both verbally and in writing.
• Experience working with vulnerable populations, including individuals with HIV/AIDS, substance use disorders, and mental health challenges.
• Ability to work effectively and efficiently within an interdisciplinary team.
• Commitment to performing duties from a place of empathy and understanding.

Preferred

• Background working with non-profit agencies or work on behalf of LGBTQ+ communities and/or people living with HIV is highly desirable.
• Experience working with historically marginalized communities (in a professional or volunteer capacity) is also desirable.
• Bilingual (English/Spanish) skills are a strong plus.
• Education and Certification
• Bachelor's degree in Public Administration, Social Services, or related field required.
• Minimum of five (5) years of relevant nonprofit administrative experience, including program coordination, or similar administrative role.
• Prior experience working with supportive housing, LGBTQ+ communities, individuals impacted by HIV/AIDS, or other marginalized groups strongly preferred.

Education and Certification

• Bachelor's degree in Public Administration, Social Services, or related field required.
• Minimum of five (5) years of relevant nonprofit administrative experience, including program coordination, or similar administrative role.
• Prior experience working with supportive housing, LGBTQ+ communities, individuals impacted by HIV/AIDS, or other marginalized groups strongly preferred.

Technical Skills

Applicants should demonstrate an intermediate to high level of proficiency in:

Intermediate proficiency in Microsoft Excel, including:

• Creating and managing spreadsheets to track client enrollments and renewals.
• Using formulas, pivot tables, and data validation to ensure accuracy in documentation.
• Organizing outreach and referral data for trend analysis.

Basic Proficiency in Microsoft Office Suite, including:

• Outlook (email communication, scheduling, and coordination with clients and partners).
• Word (creating documentation, educational materials, and official correspondence).
• PowerPoint (assist in preparing presentations for internal meetings).

Experience with Program-Specific software and data tracking systems, such as:

• Familiarity with AWARDS, HASA Web, or similar client record systems a plus.
• Data entry and management to ensure contract deliverables are accurately recorded.

Familiarity with government and public benefit systems, including:

• Familiarity with navigating online portals related to government‑funded programs (HRA, DOHMH, HUD) and public benefit systems.
• Basic understanding or processes and documentation requirements for public benefits and housing‑related support.

Strong documentation and compliance skills, ensuring:

• Accurate and timely entry of service data aligned with contract and funder requirements.
• Confidentiality and compliance with HIPAA and data privacy standards.

Work Environment & Schedule

This is a hybrid position requiring a mix of:

• In-Office Duties: Required presence in GMHC’s offices to process rent, assist with client walk‑ins, and manage supply distribution, team meetings, training and data entry/documentation.
• Remote Work: Occasional flexibility may be allowed based on supervisor’s approval and program needs.
• Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.

Physical Demands

While carrying out the responsibilities of this role:

• Travel & Mobility: Minimal travel is required. This position is primarily office‑based with occasional errands between program offices or vendors. Tasks may involve brief walking or transporting small items such as supplies or documentation.
• Physical Activity: The role generally involves sedentary office work but may include occasional movement to deliver resources, organize supplies, or assist during housing program‑related events. Occasional lifting (typically up to 20 pounds) may be necessary.
• Sitting: The position predominantly involves sitting for extended periods, which is typical for office environments. The employee will be required to maintain this position while performing most of their daily tasks.
• Communication: Frequent engagement in conversations is necessary, including speaking and listening in person, by phone, or over video conferencing with clients, colleagues, and external partners.
• Note‑Taking & Documentation: The role requires consistent attention to detail when entering data, drafting reports, or taking meeting notes. This often requires a high level of focus and manual dexterity to write or type for prolonged periods.

GMHC supports a racially and gender‑diverse environment which contributes to a positive and inclusive atmosphere. Working at GMHC requires a demonstrated awareness of and commitment to the concerns of the breadth of the communities that we serve.

GMHC is committed to fostering an inclusive, racially, and gender‑diverse workplace and seeks candidates dedicated to promoting equity and social justice within our community.

Salary Description

$50,000-$55,000 per year (DOE)