Shelter Operations Coordinator - Women's Center

UMOM New Day Centers; Phoenix (AZ); On-site; USD 54,000 - 57,000; Full time

Job summary

UMOM New Day Centers is seeking a Shelter Operations Coordinator to lead 24/7 shelter operations, safety, and administrative tasks. You will supervise Shelter Operations Supervisors and Assistants, promote trauma-informed care, and align activities with UMOM's strategic plan.

The position requires strong leadership, incident management, and collaboration with the Shelter Ops & Safety Manager to ensure safety, compliance, and efficient shelter operations.

Qualifications

• Minimum three years of professional experience, with at least two years in relevant roles (shelter operations, non-profits, operations management).
• Minimum two years of supervisory experience required.
• Knowledge of non-profit/social sector; experience with underserved populations is a plus.

Responsibilities

• Manages room assignments and updates client databases to keep shelter full and accurate.
• Oversees incident report documentation and timely notifications to contacts.
• Maintains shelter IT tickets and work orders for safe facilities.
• Coordinates client move-in/out and orientation with case management.
• Coordinates client transportation and submits invoices for record-keeping.
• Orders supplies for the shelter program and coordinates with the team for in-kind needs.

Skills

Supervision

Trauma-informed care

Safety management

Communication

Education

High School or GED Diploma

Bachelor's Degree

Tools

Microsoft Word

Excel

Outlook

Job description

Job Title: Shelter Operations Coordinator

Supervisor: Director of Women's Shelter

Classification: Exempt

Hiring Salary Range: $54,000 - $57,000 per year

About UMOM New Day Centers:

Founded in 1964, UMOM is Arizona's largest provider of services for families experiencing homelessness. Our mission is to end family homelessness by restoring hope and rebuilding lives. With a substantial annual operating budget, UMOM provides shelter, supportive services, and housing programs to families and individuals experiencing homelessness in Maricopa County. UMOM serves over 15,000 unique individuals across all our services annually, including those families receiving support at the Family Housing Hub, Maricopa County's family coordinated entry system.

Position Description:

The Shelter Operations Coordinator is responsible for managing operations, administrative functions, and safety of UMOM's 24-hours/7 days a week emergency shelter. This position is responsible for implementing best practices of shelter operations in alignment with our housing and income-based strategies for ending homelessness. This position is responsible for the direct supervision of the Shelter Operations Supervisors and Shelter Assistants team. The Coordinator will promote an environment of safety, support, and embrace a trauma-informed care model to working with clients. This position will work in close collaboration with the Shelter Operations & Safety Manager to align the direction of the shelter program with UMOM's strategic plan and long-term vision.

Essential Duties and Responsibilities:

Shelter Operations

• Manages room assignments and room changes efficiently to ensure shelter operates at full capacity. This includes ensuring proper databases are always up to date with current client information.
• Completes and reviews incident report documentation and ensures all appropriate contacts are made in a timely manner.
• Oversees the submission of all work orders and IT tickets for shelter to maintain safe and secure facilities.
• Assists case management team with coordination around client move-in, new client orientation, and move-outs.
• Monitors the process for logging and storing participant property; ensuring processes are followed, and storage is organized.
• Coordinates client transportation services, ensuring timely and safe travel to designated destinations. Processes and submits transportation invoices to the Director for documentation and record-keeping.
• Orders all necessary supplies for shelter program and coordinates with resource development team for in-kind needs.
• Ensures room checks and room searches are being completed in a timely matter.

Safety Management

• Develops workflow to ensure all wellness checks and rounds are completed periodically; audits for completeness.
• Monitors and reviews the security system including cameras for prevention and intervention when incidents occur.
• Acts as the liaison with the Police, Fire, and other government entities related to the safety and well-being of clients.
• Ensures all health/safety standards are followed throughout shelter including kitchen, operations, case management, etc.
• Prepares and executes all emergency drills, including quarterly fire drills.

Supervision & Leadership

• Supervises staff, including training, direction of work, appraisal of productivity and efficiency, delivery of feedback and coaching, and disciplinary action, if required.
• Operates as the on-call member of leadership on evenings, overnights, and weekends.
• Completes monthly schedules for full shift coverage including management of the on-call staff list to address gaps.
• Coaches and monitors all team members to engage participants from a trauma-informed lens.

Other duties as assigned by leadership and/or executives.

Qualifications and Competency Requirements:

Experience and Education

• High School or GED Diploma, required
• Bachelor's Degree, preferred
• Minimum three years of professional experience, with at least two years of experience in relevant roles (e.g., shelter operations, non-profits, operations management, performance management, community-based organization positions)
• Minimum two years of supervisory experience required
• Previous experience in working with low-income/at-risk/homeless individuals or vulnerable populations preferred
• Knowledge of non-profit/social sector; experience working with underserved or disadvantaged populations is a plus

Computer skills

• Proficiency with applications including Microsoft Word, Excel and Outlook

Compliance

• Valid Level One Fingerprint Clearance Card or the ability to obtain one
• CPRFA Certification or the ability to obtain one
• Ability to clear the Central Registry Screening from the Department of Child Safety & Adult Protective Services.
• Ability to comply with and pass all required background check and drug screening requirements, including but not limited to pre-employment and random drug screening as required/requested.
• Valid AZ Driver's License and a driving record that falls within UMOM's policy
• 50/100 level of car insurance coverage.
• This is a Safety Sensitive position.

Physical activities and working conditions

• The physical demands and working conditions described here are representative, but not exhaustive, of those that must be met by an employee to successfully perform the essential functions of this job.
• Ability to lift at least twenty pounds when receiving mail packages, donations, moving client supplies, and other tasks relevant to the position
• Ability to ascend and descend one flight of stairs regularly
• Ability to perform duties outdoors in all weather conditions.
• Ability to perform duties requiring extended periods of time being stationary manipulating client files, a computer (keyboard, monitor, mouse), and other standard office equipment including, but not limited to printer, copier, telephone, and associated computer/technology peripherals.

Additional Attributes

• Willingness to embrace and actively support the unique culture and values of UMOM
• Ability to focus on the tasks and details relevant to the position and the organization, while also switching quickly between tasks
• Ability to exercise excellent independent judgment and take ownership of decisions
• Ability to think on a broad, systems-level relative to the scope of the position
• Ability to work independently and self-manage to achieve goals while being a strong team player
• Ability to organize, meet deadlines, prioritize and delegate appropriately
• Ability to cope with and embrace change, risk, and uncertainty
• Ability to develop strong relationships within a fast-paced, collaborative setting that values diverse opinions; enthusiasm for helping drive change as UMOM becomes a more data-driven organization

Work Schedule:

The typical schedule for this position is 5 days a week, Monday to Friday, and may include occasional nights, holidays and weekends to support the needs of the position and the organization.

Other:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.