GMHC
Overview
The Program Assistant (Housing) supports the operational effectiveness and administrative systems of GMHC’s Housing Services division. This role helps 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. This position reports to the Senior Director, Housing, and collaborates with case managers, administrative staff, and program leadership to carry out day-to-day operational tasks and support internal workflows. This role contributes to a responsive, well-organized housing services environment and GMHC’s mission to promote housing stability for vulnerable and historically marginalized communities. Responsibilities Administrative & Operational Support: provide administrative support for program reporting requirements 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.
Qualifications
Required Strong organizational and time management skills with keen attention to detail.
Ability to work independently and collaboratively in a fast-paced environment.
Excellent written and verbal communication skills.
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 within an interdisciplinary team and maintain empathy and understanding in duties.
Preferred Background 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.
Bilingual (English/Spanish) skills are a strong plus.
Education and Certification: Bachelor’s degree in Public Administration, Social Services, or related field; minimum of five (5) years of relevant nonprofit administrative experience including program coordination; prior experience in supportive housing or with LGBTQ+ communities or people affected by HIV/AIDS is 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 Intermediate proficiency in Microsoft Excel (creating and managing spreadsheets, using formulas and pivot tables).
Basic proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint).
Experience with program-specific software and data tracking systems (e.g., AWARDS, HASA Web) is a plus.
Familiarity with government and public benefit systems (HRA, DOHMH, HUD) and related documentation requirements.
Strong documentation and compliance skills: accurate data entry, confidentiality, and HIPAA/data privacy awareness.
Work Environment & Schedule This is a hybrid position with a mix of in-office duties (processing rent, assisting with client walk-ins, managing supply distribution, attending team meetings, data entry) and remote work as allowed by supervisor and program needs.
Participation in the annual AIDS Walk New York event is required for all GMHC staff.
Physical Demands Minimal travel; primarily office-based with occasional errands between program offices or vendors.
Occasional lifting up to 20 pounds; sedentary duties with some movement for resource delivery or event support.
Extended sitting; regular standing/walking for meetings and file review; frequent communication with clients and staff.
GMHC supports a racially and gender-diverse environment and is committed to fostering an inclusive workplace. We seek candidates dedicated to equity and social justice within the communities we serve.
Salary Description: 50,000 per year
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The Program Assistant (Housing) supports the operational effectiveness and administrative systems of GMHC’s Housing Services division. This role helps 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. This position reports to the Senior Director, Housing, and collaborates with case managers, administrative staff, and program leadership to carry out day-to-day operational tasks and support internal workflows. This role contributes to a responsive, well-organized housing services environment and GMHC’s mission to promote housing stability for vulnerable and historically marginalized communities. Responsibilities Administrative & Operational Support: provide administrative support for program reporting requirements 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.
Qualifications
Required Strong organizational and time management skills with keen attention to detail.
Ability to work independently and collaboratively in a fast-paced environment.
Excellent written and verbal communication skills.
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 within an interdisciplinary team and maintain empathy and understanding in duties.
Preferred Background 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.
Bilingual (English/Spanish) skills are a strong plus.
Education and Certification: Bachelor’s degree in Public Administration, Social Services, or related field; minimum of five (5) years of relevant nonprofit administrative experience including program coordination; prior experience in supportive housing or with LGBTQ+ communities or people affected by HIV/AIDS is 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 Intermediate proficiency in Microsoft Excel (creating and managing spreadsheets, using formulas and pivot tables).
Basic proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint).
Experience with program-specific software and data tracking systems (e.g., AWARDS, HASA Web) is a plus.
Familiarity with government and public benefit systems (HRA, DOHMH, HUD) and related documentation requirements.
Strong documentation and compliance skills: accurate data entry, confidentiality, and HIPAA/data privacy awareness.
Work Environment & Schedule This is a hybrid position with a mix of in-office duties (processing rent, assisting with client walk-ins, managing supply distribution, attending team meetings, data entry) and remote work as allowed by supervisor and program needs.
Participation in the annual AIDS Walk New York event is required for all GMHC staff.
Physical Demands Minimal travel; primarily office-based with occasional errands between program offices or vendors.
Occasional lifting up to 20 pounds; sedentary duties with some movement for resource delivery or event support.
Extended sitting; regular standing/walking for meetings and file review; frequent communication with clients and staff.
GMHC supports a racially and gender-diverse environment and is committed to fostering an inclusive workplace. We seek candidates dedicated to equity and social justice within the communities we serve.
Salary Description: 50,000 per year
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