What are the responsibilities and job description for the Office Coordinator position at HOUSING AUTHORITY OF THE CITY OF NEW HAVEN?
SUMMARY
The Office Coordinator to the Senior Vice President (SVP) of Housing Choice Voucher (HCV) & Operations provides high-level executive, confidential, operational, and strategic support to the SVP. This position plays a critical role in coordinating the day-to-day operations of the SVP’s office while supporting departmental initiatives across the Housing Choice Voucher Program and Low-Income Public Housing (LIPH) operations. The Office Coordinator serves as a key liaison between the SVP, department leadership, and other internal and external stakeholders. The position is responsible for managing executive communications, coordinating meetings and operational reporting, monitoring departmental initiatives, and supporting the preparation of reports, presentations, and policy materials. This role requires a highly organized, proactive professional capable of managing multiple priorities, handling confidential information, and supporting executive leadership in a fast-paced public housing environment.
ESSENTIAL DUTIES AND RESPONIBILITIES
- Manages and safeguards confidential information related to labor relations, personnel actions, executive strategy, and organizational planning.
- Coordinates executive schedules, commitments, and strategic priorities with minimal supervision.
- Prioritizes and triages executive communications, requests, and deadlines, exercising semi-independent judgment on behalf of the SVP.
- Prepares confidential reports, analyses, and briefing materials for SVP decision-making.
- Serve as a point of contact between the SVP and staff, residents, landlords, public officials, and external agencies.
- Track departmental initiatives, projects, and strategic priorities across HCV and LIPH operations.
- Maintain operational dashboards and performance tracking reports related to program operations.
- Prepare departmental performance reports, including utilization, operational metrics, and program updates.
- Monitor and track action items resulting from leadership meetings and follow up with responsible staff.
- Coordinate the collection and organization of operational data for executive reporting and presentations.
- Support preparation of materials for executive leadership meetings, board meetings, and agency reports.
- Conduct research related to HUD regulations, housing policy, and program initiatives as needed.
- Coordinate the evaluation of program performance and operational initiatives.
- Support development of policy materials, presentations, and briefing documents for leadership.
- Coordinate special projects and initiatives directed by the SVP.
- Monitor regulatory updates and assist with tracking policy changes impacting operations.
- Serve as a liaison between the SVP and departmental leadership to ensure effective communication and coordination.
- Coordinate requests, inquiries, and information requests directed to the SVP’s office.
- Coordinate cross-departmental projects and initiatives.
- Represent the SVP’s office in meetings when requested and ensure follow-up on assigned tasks.
- Maintain organization of the SVP’s office including document management, meeting coordination, and project tracking.
- Prepare presentations, reports, and materials for internal and external meetings.
- Coordinate travel arrangements, meeting logistics, and scheduling for executive activities when required. Maintain electronic and physical filing systems related to departmental initiatives and executive communications.
KNOWLEDGE, SKILLS, AND ABILITIES
- Demonstrated ability to handle confidential and sensitive information with discretion.
- Strong judgment, decision-making, and prioritization skills.
- Exceptional written and verbal communication abilities.
- Advanced proficiency in office software, including Microsoft Office Suite, email systems, and digital collaboration tools.
- Ability to manage complex schedules, competing priorities, and high-pressure deadlines.
- Professional demeanor and ability to represent the Executive Office with authority and tact.
- Strong organizational and analytical skills.
- Valid Connecticut Driver’s License.
EDUCATION AND EXPERIENCE
- Associate’s or Bachelor’s degree preferred, with advanced training in executive administrative support, business administration, or related fields; and
- A minimum of five years of progressively responsible administrative experience, including direct support to senior executives; or
- An equivalent combination of education and experience demonstrating the ability to perform the essential functions of the position.
ADDITIONAL INFORMATION
This position is designated as a confidential position due to its direct support of executive leadership and access to sensitive operational and personnel information.
The position may be assigned special projects and additional duties as directed by the Senior Vice President.