Public Programs Assistant Jobs in Chicago, IL (NOW HIRING)

Description

JOB SUMMARY:  

The Housing Program Assistant is responsible for providing support to the Supportive Housing team, especially the housing navigators and coordinators. The Housing Program Assistant is also responsible for providing administrative support and assistance in other areas to include: WIN/ W Chip/IHDA partner director meeting, program research, data input and management, and special program events and activities. The Program Assistant should also expect to provide administrative support for the Annual Homeless Person Memorial Day. This position regularly collaborates with all program staff with the aim of making the management of program leases more effective.  

JOB RESPONSIBILITIES:        

Ensure an effective lease process (50%): 

• Maintain leasing data in Salesforce. 
• Maintain a list of landlords and their contacts.
• Issue notification of upcoming renewals to landlords and program staff. 
• Support the housing coordination/navigation team with the preparation of lease renewals and copies of housing paperwork. 
• Ensure that the Finance Team and program staff have access to updated lease information at all times. 
• Submitt rent sheet to Finance one week before payment is due. 

Provide ongoing support and assistance to the supportive housing program. 

• Engage current and prospective landlords and management companies by preparing and distributing quarterly updates. (Must be reviewed and approved by the Development and Communication Department. 
• Provide support to the Compliance Manager in the upkeep of clients' files and Assist Compliance Manager in the preparation for program audits.
• Assist in the planning and preparation of housing program activities including summer gathering and winter holiday activities. 

General Responsibilities: 

• Vigorously safeguard the security and confidentiality of client data, comply with all provisions of the Alliance to End Homelessness' HMIS End User Agreement, and share client data only as explicitly permitted by a client's written consent and by data sharing protocols established by the Alliance. 
• Always represent the organization professionally. 
• Maintain positive relations with clients, volunteers, co-workers, staff from other agencies, agency funders, and the public. 
• Interact effectively with people of diverse backgrounds and treat each individual with respect and dignity. 
• Demonstrate team behavior and promote a team-oriented environment. 
• Provide support for partner meetings and activities. 

Professional and program development: 

• Participate in relevant industry seminars, workshops, and networking events. Read about industry best practices to help ensure programming is in line with industry standards. 

Requirements

QUALIFICATIONS: 

• High school diploma with one year experience in social services desired.    
• Proficient in Microsoft Office Suite and Excel.   
• Knowledge of Salesforce.  
• Knowledge of HMIS.  

KEY COMPETENCIES: 

• Strong communication skills. Ability to present to different audiences. 
• Strong organizational skills and ability to effectively prioritize and manage multiple tasks at the same time. 
• Ability to conduct self-directed work and/or function as a part of a team. 

PHYSICAL REQUIREMENTS: 

• While performing the essential duties of this job, the employee is required to sit for extended periods of time, frequently talk, hear, use hands and fingers to feel, handle and operate objects or controls, and stand, bend, stretch, stoop, kneel, crouch, and climb stairs.
• The employee is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, reviewing documents, and working on a computer.  
• The employee may occasionally lift and/or move up to 20 pounds.  

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. 

Housing Forward does not discriminate on the basis of race, color, religion, sex, citizenship, ethnic or national origin, age, disability, medical status, military status, veteran status, marital status, sexual orientation, gender identity or expression, genetic information, ancestry, or any legally protected status. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, and training. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sexual orientation, veteran status, national origin, or disability. 

Job descriptions are not intended and should not be construed to be all-inclusive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties from particular jobs and to assign other duties, as necessary. This job description does not constitute a written or implied contract of employment.