What are the responsibilities and job description for the Program Support Specialist position at Caritas of Austin?
Job Title: Program Support Specialist
Department: Programs
Program: Permanent Supportive Housing
Reports To: Supportive Housing Program Manager
FLSA Status: Non-Exempt/Hourly
Position Summary
The Program Support Specialist coordinates with the multidisciplinary permanent supportive housing team and other Caritas of Austin departments to support individuals with severe and persistent mental health disorders, chronic health conditions, and/or substance use disorder and a history of chronic homelessness in obtaining and maintaining safe, stable, community-based housing. The position is responsible for organizing, coordinating, and monitoring administrative operations and duties under the direction of the Program Manager. The Program Support Specialist works to coordinate communication with the team, other internal departments, external stakeholders, vendors, and clients. The position is key to ensuring administrative operations and procedures run smoothly and efficiently.
Essential Duties & Responsibilities (inclusive but not exhaustive):
Program Administration
Education
Incomplete applications will not be reviewed or considered. To be considered for this position, applicants must submit all of the following:
Caritas of Austin is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Department: Programs
Program: Permanent Supportive Housing
Reports To: Supportive Housing Program Manager
FLSA Status: Non-Exempt/Hourly
Position Summary
The Program Support Specialist coordinates with the multidisciplinary permanent supportive housing team and other Caritas of Austin departments to support individuals with severe and persistent mental health disorders, chronic health conditions, and/or substance use disorder and a history of chronic homelessness in obtaining and maintaining safe, stable, community-based housing. The position is responsible for organizing, coordinating, and monitoring administrative operations and duties under the direction of the Program Manager. The Program Support Specialist works to coordinate communication with the team, other internal departments, external stakeholders, vendors, and clients. The position is key to ensuring administrative operations and procedures run smoothly and efficiently.
Essential Duties & Responsibilities (inclusive but not exhaustive):
Program Administration
- Administer finance process and procurement procedures for program expenditures, including leasing/rental assistance (e.g., “rent roll,” utility payments, etc.).
- Produce and/or monitor all documentation is in compliance with internal policies and funder requirements.
- Liaise with program staff and finance department to ensure appropriate documentation and deadlines are met.
- Liaise with external vendors and stakeholders (e.g., property managers)
- Create, monitor, and manage tracking systems and/or spreadsheets (e.g., occupancy charges, rent roll, bus passes, leases).
- Manage multiple shared email inboxes, prioritize incoming requests, respond to inquiries and route communications to appropriate team members.
- Assist with training for new staff and ongoing training for administrative processes.
- Assist program management with monitoring programmatic and financial documents for HUD and other funders’ compliance.
- Pulling reports in HMIS for tracking purposes and program evaluation.
- Assist with purchase orders and reconciliation.
- Take the lead on special administrative projects, as assigned.
- Engage in appropriate teamwork functions to provide a professional working environment and effective service delivery.
- Assist in data collection, analysis, and reporting.
- Work collaboratively with staff to create new and/or improve programmatic documents, templates, and forms.
- Assist management in revision of policy and procedures, as needed.
- Coordinate the creation and review of Standard Operating Procedure documents.
- Build and maintain working relationships with community agencies and other stakeholders.
- Assist in performance management processes, process improvements, and systems-change.
- Be present and active in internal and external activities, meetings, and events.
- Work with supervisor to create and implement a professional development plan.
- Participate and engage in supervision meetings.
- This position does not provide direct services to clients, however, may communicate with clients at times (e.g., special projects to collect documentation, client feedback surveys).
- Complies with all applicable training requirements.
- Complies with all company safety, personnel and operational policies and procedures.
- Complies with work schedule to ensure effective operations of Agency programs.
- Contributes positively as a member of a productive and cooperative team.
- Performs other duties as necessary to fulfill the Caritas of Austin Mission.
Education
- Required – High School Diploma/GED.
- Preferred – Bachelor’s or other education related to non-profit management, program administration, social work, or other human services field.
- Required – Minimum of 1 year of related professional experience required.
- Preferred – Experience in non-profit or social service organization.
- Strong proficiency in Microsoft Office, with advanced Microsoft Excel skill required.
- Valid Texas driver’s license and reliable transportation.
- Base Salary Range: $45,490 -$49,490
- The final salary offer will be determined in accordance with Caritas of Austin’s salary guidelines, based on the candidate’s education and experience.
- Employer paid health, dental, vision, life, short-term disability, and long-term disability insurance for employees.
- 14 Paid Holidays per year.
- 20 days of accrued PTO in year one with increases up to 31 days per year.
- Retirement plan with employer match.
- Discounted Rates on Gold’s Gym and Legal Shield memberships.
- Mileage Reimbursement.
- Monthly Phone Stipend.
- Monthly Paid Parking for employees who office from Downtown Location.
Incomplete applications will not be reviewed or considered. To be considered for this position, applicants must submit all of the following:
- A detailed resume outlining relevant experience
- A cover letter tailored to the position
- A list of professional references
- A fully completed application
Caritas of Austin is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Salary : $45,490 - $49,490