Program Coordinator

The purpose of the Program Operations Assistant is to provide administrative support to Homeport Programs under Housing Advisory Services and Resident Services. This position provides client and resident recruitment, communications, intake, and follow-up; calendar and file maintenance; and data collection and entry. Willingness to obtain the HUD Certification for Housing Counseling for future development and growth.

• Responds to program inquiries (e.g. phone calls, walk-ins, emails) and informs prospective and current clients and residents of available services.
• Assess client needs for appropriate matching with Homeport program services.
• Collaborates with Housing Advisors to set priorities for client scheduling and to triage client applications.
• Coordinates the distribution, collection and entry of program intake paperwork.
• Coordinates and conducts new client scheduling for individual appointments and group education workshops.
• Provide follow-up communications (e.g. phone, email) with clients to schedule follow‑up sessions, promote additional services, and collect outcome data.
• Supports a culture of positive client interactions and experiences with Homeport programs; utilizes a solution‑ and customer‑service oriented approach to client concerns and issues.

• Identifies, vets, and participates in recruitment and program promotion opportunities. These may include face‑to‑face outreach, partner meetings, community networking events, and resource fairs.
• Participates in distributing recruitment materials to program partners, businesses, and other community spaces.

• Enters required information in the client management systems (CMS).
• Creates and maintains audit‑ready client files; conducts regular self‑audits to ensure accuracy and completeness of records.
• Assists in the coordination of program activities, services, and events.
• Provide brief telephone follow‑up to clients and Homeport residents to determine additional service needs.
• Supports administrative needs of program staff such as preparing program materials, making phone calls to partners, scheduling meetings, and filing paperwork.
• Other duties as assigned.

Associate from an accredited school preferred. 3‑5 years of previous work experience in an office setting; experience in the field of housing, lending, or nonprofit preferred. Strong working knowledge of Microsoft Office products. Bilingual skills a plus.

• Exceptional interpersonal skills; ability to interact positively with diverse populations.
• Strong listening, oral, and written communication skills including an ability to communicate effectively over the phone, in person, and via email.
• Experience managing customer concerns with a solution‑oriented approach.
• Strong attention to detail and highly organized.
• Ability to manage multiple tasks independently.
• Proficiency in Microsoft Office suite. Strong knowledge of Outlook applications.

• Supports Homeport’s mission of creating strong communities by developing quality, affordable homes on a cornerstone of dignity, security and opportunity.

• Trust
• Accountability
• Unity
• Quality

Personal computer and office equipment will be used daily.

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Ability to work a nonstandard work week and/or work evening hour, may be required. There may be occasional travel on company and/or personal time as well as work at various locations. This position requires a reliable, personal means of transportation.

The individual in this position must hold and maintain Ohio driver’s license with an acceptable driving record.

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

The information contained within this job description indicates the general nature and level of work performed by employees in this position. It is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required for an employee assigned to this job. It does not constitute an employment agreement between the employer and employee.