Program Assistant; Housing

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Full-time

The Program Assistant supports the operational effectiveness and administrative systems of GMHC’s Housing Services division. While not responsible for program level oversight, this role plays a key part in helping 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.

The Program Assistant works under the supervision of the Senior Director, Housing, and in collaboration with case managers, administrative staff, and program leadership to carry out day-to-day operational tasks and support internal workflows. This role is essential in ensuring a responsive, well‑organized housing services environment and upholding GMHC’s mission to promote housing stability for vulnerable and historically marginalized communities.

• 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 Metro Cards 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.

• Prepare utility stipend checks and distribute client disbursements.
• Track distribution of Metro Cards (monthly and daily) for case managers and clients.
• Assist in processing invoices and expense documentation.

• Serve as a triage point for drop‑in clients needing administrative support.
• Provide timely assistance or redirection to appropriate Housing staff.

Special Skills and Knowledge

• Strong organizational and time‑management skills with keen attention to detail.
• Demonstrated ability to work independently and collaboratively in a fast‑paced environment.
• Excellent communication skills (written and verbal).
• Exceptional 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 and efficiently within an interdisciplinary team.
• Commitment to performing duties from a place of empathy and understanding.

• Background working 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 (in a professional or volunteer capacity) is also desirable.
• Bilingual (English/Spanish) skills are a strong plus.
• 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 a similar administrative role.
• Prior experience working with supportive housing, LGBTQ+ communities, individuals impacted by HIV/AIDS, or other marginalized groups strongly preferred.

• 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 a similar administrative role.
• Prior experience working with supportive housing, LGBTQ+ communities, individuals impacted by HIV/AIDS, or other marginalized groups…