Program Coordinator

Hope The Mission; West Chatsworth (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Hope the Mission is seeking a Program Coordinator to manage data, documentation, and compliance for interim housing sites in Chatsworth, CA. This role emphasizes coordination, quality control, and timely follow-through to keep programs compliant and well-documented.

The ideal candidate will handle participant records, incident reporting, and audits, while supporting staff training and cross-team communication in a fast-paced environment.

Qualifications

• Minimum two years of experience in program coordination, staff support, or a related role in homeless services or social services.
• Knowledge of HMIS and data entry in program management systems preferred.

Responsibilities

• Maintain accurate participant records and HMIS data.
• Track program documents and incident reports for compliance.
• Support audits, monitoring visits, and internal reviews with organized documentation.
• Coordinate staff schedules, onboarding, and training.
• Coordinate communication across shifts and departments.

Skills

Program coordination

Data entry

Documentation

Communication

De-escalation

Tools

HMIS

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

TAYThe Landing: TAY Full Time Professional Chatsworth, CA, US

2 days ago Requisition ID: 2372

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

Requirements

Must pass pre-employment and ongoing drug and alcohol screenings

Must pass background check as required per worksite

Must provide proof of legal authorization to work in the United States

Must comply with all HTM policies including safety, confidentiality, conduct, and HIPAA standards

Ability to lift up to 25 lbs.

Ability to stand, bend, squat, kneel, twist, push, and pull on an intermittent or continuous basis

Ability to perform sustained visual tasks including administrative and clerical work

Ability to move quickly between locations and climb stairs as needed

Must be available for varied shifts including evenings, weekends, and coverage as operationally required

Position is contingent upon funding availability and contract requirements

Qualifications

Minimum two years of experience in program coordination, staff support, or a related role in homeless services or social services

Experience working in homeless services strongly preferred

Knowledge of homeless populations, government assistance programs, housing placements, and case management procedures strongly preferred

Knowledge of contract compliance requirements in a funded program setting strongly preferred

Familiarity with Housing First, Harm Reduction, and Trauma-Informed Care frameworks

Familiarity with HMIS and data entry in program management systems preferred

Skills

Ability to maintain accurate records and manage documentation across multiple systems simultaneously

Ability to identify and follow up on missing, late, or incomplete documentation

Proficiency in Microsoft Office Suite; HMIS and CHAMP experience preferred

Clear written and verbal communication skills

Ability to coordinate across shifts, teams, and departments to ensure operational continuity

Ability to apply de-escalation and conflict resolution techniques in participant interactions

Ability to provide crisis referrals and warm handoffs for domestic violence, human trafficking, sexual assault, and other urgent needs

Ability to work effectively in fast-paced, team-oriented environments with shifting priorities

Bilingual preferred but not required

Physical, Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing.

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience an number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training.

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.