Part-Time Program Administrator

POSITION OVERVIEW:

As part-time FESCO Program Data and Administration Specialist, this individual will collaborate with other Operations staff to create and implement systems that ensure direct-service staff have the facilities, technology, supplies, and other resources they need to maximize their impact with program participants. This individual will also provide administrative support to the FESCO Program Director and the Finance Team and will support special projects aligned with agency objectives.

Essential Job Functions and Responsibilities:

Office Operations (FESCO Program Office):

1. Provide day-to-day support for Administrative Office and shelter/housing sites, including screen/direct calls/visitors, assist with and deliver daily bank deposits, sort/distribute mail, and supervise office volunteers as needed.
2. Maintain/trouble-shoot equipment (copier, phones, computers, peripherals), and work with repair/service providers to ensure functional office systems.
3. Liaison with program coordinator and/or maintenance vendors, including acting as the point of contact for building alarms and submitting maintenance and cleaning requests.
4. Liaison with IT and/or telecommunications vendor to ensure as uninterrupted access to technology and communication tools as possible, including copy machines. 
   1. Support the purchase of new technology as appropriate.
5. Ensure building access to staff, vendors, and approved program partners.
6. Coordinate shared space, including the conference rooms.
7. Order and maintain inventory of supplies for office, workshops, and special events on a regular basis and as-needed in emergency situations from all vendors.
   1. Deliver supplies to FESCO program sites.
8. Communicate office closures, reservation conflicts, IT and telephone interruptions, and other special circumstances to staff in a timely manner.
   1. Regularly communicate challenges or concerns to agency Operations and affected Program leadership staff. 
9. Lead on the implementation of safety-related policies.
10. Keep front office space and reception area presentable and welcoming for visitors.
11. Check and distribute mail, faxes, packages and voice messages.
12. Maintain ink and toner for printers and photocopiers.

Program Statistics Management

1. Coordinate with Program Director and staff to collect and track client data and program statistics, including data entry and reporting, both in and outside of the Homeless Management Information System (HMIS).
2. Act as the staff lead for coordinating agency’s HMIS, including representing the agency at user meetings and coordinating orientations/trainings/certifications for other staff.
3. Produce and verify accuracy of all required HMIS reports for all programs, including monthly, quarterly, annual, and other time periods, as needed, for grant/contract reporting and compliance.
4. Prepare and submit monthly invoices/reports as assigned (currently SSA and CACFP).
5. Property Management Administration
   1. Collect tenant rents from FESCO sites
   2. Proactively maintains highly organized filing system; files payroll paperwork, reimbursements, and other financial records.
   3. Enters Maintenance Requests into spreadsheet and coordinates needs with appropriate staff.
   4. Completes and posts appropriate notices (i.e. 3 Day and Notice to enter for maintenance/repair) to tenants at assigned sites.
   5. Reviews rent calculations and tracks rents received from assigned sites
   6. Follow compliance guideli