Administrative Program Coordinator

Hearts & Hammers is seeking a persistent, organized, and resourceful part‑time Administrative Program Coordinator to serve as the primary administrative contact for homeowners participating in our volunteer‑driven home repair programs.

The Coordinator manages the homeowner process from initial application through approval, project preparation, Program Day, and follow‑up. This person helps homeowners understand what comes next, obtains required information and documentation, resolves administrative issues, and keeps applications and projects moving forward.

This role requires someone who takes ownership, follows through, and is comfortable working through incomplete or complicated situations. Applicants may require repeated follow‑up or additional help navigating the process, so persistence, problem‑solving, and strong communication are essential.

Homeowner communication and case coordination

• Serve as the primary administrative point of contact for homeowners from application through Program Day and follow‑up.

• Provide clear, compassionate communication regarding application status, eligibility, inspections, project selection, scheduling, and next steps.

• Proactively follow up to obtain missing information or documentation and keep applications moving.

• Identify problems or barriers and work with homeowners and Hearts & Hammers staff to resolve them.

• Ensure important homeowner information is communicated promptly to appropriate staff.

• Receive applications and enter information accurately into the program database.

• Review applications for initial program eligibility requirements.

• Communicate initial eligibility decisions and next steps.

• Coordinate administrative aspects of technical inspections and record findings.

• Communicate final approval or disapproval decisions.

• Prepare one-page homeowner/project profiles for potential Program Day sponsors.

• Maintain accurate homeowner and Program Day records through sponsorship, scheduling, preparation, Program Day, and completion.

• Provide administrative support to the Executive Director and Program Director as needed.

The successful candidate:

• Is persistent and comfortable following up repeatedly when necessary.

• Is a practical problem solver who looks for solutions and next steps.

• Takes ownership of work and follows issues through to resolution.

• Communicates warmly and professionally with homeowners, including older adults, veterans, people with disabilities, and people navigating stressful circumstances.

• Is highly organized and able to manage multiple applications and projects at different stages.

• Maintains accurate records and notices missing or inconsistent information.

• Works independently, exercises good judgment, and knows when to elevate an issue.

• Adapts well as priorities change during busy program periods.

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred, or equivalent relevant experience.

This is a part‑time position averaging approximately 20 hours per week. The position will include regularly scheduled hours at the Hearts & Hammers office in Roseville, with flexibility in how some remaining hours are completed based on application volume and program activity.

Because this role serves as a primary point of contact for homeowners, the employee must also have reasonable flexibility to respond to time‑sensitive homeowner or program needs during normal weekday business hours. Continuous availability is not expected, but timely responsiveness is important.