Shelter Program Coordinator

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Posted 10/11/2021

Shelter Program Coordinator is a full-time position responsible for effectiveness, efficiency, productivity, and coordination in the Shelter Program. The Shelter Program Coordinator leads by example, training and coaching shelter staff to build a team that ensures quality services to the client. The Shelter Program Coordinator also provides direct services to shelter clients, and will be expected to be able to assess situations and needs and be comfortable with making decisions which will directly affect the operations of the shelter. An ability to respond to emergency situations is essential.

The Shelter Program Coordinator will coach 7 to 12 shelter advocates, both one-on-one and as a team, to ensure service area compliance with government and other grant regulations. The Shelter Program Coordinator is responsible for implementation and training of new hires and current staff as well as providing support to direct staff on the day-to-day situations that arise with the clients we serve. This position performs duties in accordance with Welcome House Core Values, including: Compassion, Advocacy, Integrity, Quality, Leadership and Community.

PRINCIPAL DUTIES & RESPONSIBILITIES
1. Meet Needs of Client
• Oversees client roster to coordinate room assignments and accommodate intakes. Monitors composition of the house to make recommendations on availability of shelter beds.
• Screen requests from the Assessment and Resource Coordinator for shelter to determine the appropriateness of Welcome House Shelter, and assists in making suitable referrals when shelter is full or not an appropriate option.
• Assists in contacting and scheduling shelter intakes as needed.
• Provides clients with needed personal items.
• Conducts intake for shelter program and exit interviews as needed.
• Assists in preparing and serving meals and snacks as needed.

2. Meets Shelter Program Needs
• Accepts donations and deliveries as needed. Ensures all staff accurately and completely complete donation records.
• Supervises volunteers, as needed. Ensure accurate and timely submission of tracking records.
• Assists the Shelter Services Supervisor in ensuring staff coverage of open shifts as needed.
• Works closely with Shelter Services Supervisor and Development Team to ensure availability of all non-food supplies, including hygiene supplies, medications, cleaning products, building and office supplies, forms needed; obtains available items from main Welcome House building.
• Completes weekly InstaCart orders for Shelter food.
• Participates in On-call duty and emergency backup; responsible to respond to Emergency Shelter program staff to provide support as needed.
• Provide advocacy and support to victims of crime.
3. Maintain the Physical Safety of the Building
• Walks the house at least every hour.
• Monitors shelter/agency phone and shelter front door.
• Ensures a safe environment while performing an exit interview.
• Shares in the cleanliness of the workspace and performs required tasks to maintain a building well-prepared for residential service, including basic maintenance tasks.

4. Training/Coaching
• Create and maintain trainings manuals, checklists and other training materials and/or tools for staff.
• Training and onboarding new hires as well as current staff one-on-one to develop the knowledge and skills needed to effectively work with clients.
• Monitors the program and adheres to guidelines set in the Policy and Procedures.
• Provide respectful and collaborative support to team members and shares responsibility with all team members for client outcomes.
• Foster an attitude of teamwork and positive solutions to problem solving.
• Coordinate with the Supervisor and/or Director on regular team meetings with program staff and prepares agenda items and meeting minutes.
• Point person for the building in regards to responding to emergency situations or when the director or supervisor are unavailable.

5. Administration
• Updates and reviews the staff log with all daily activities in a timely manner
• Assist the Supervisor and Director with data gathering, reporting and analysis of data and outcomes, when needed.
• Inputs client demographics into the VESTA reporting system within 3 business days.
• Maintain accurate client files- ensures that all new client folders are compiled accurately according to grant requirements, and reviews client files upon exit, reporting any compliance issues to the Shelter Service Supervisor.

6. Internal/External Collaboration
• Maintains positive public relations and serves as a liaison with other related community services.
• Coordinate with Development Department to streamline donations and volunteers.
• Collaborate with community partners
• Attend all relevant meetings specific to position (i.e. staff meeting, supervision, community social service meetings) as needed.
• Collaborate with Internal staff/programs regularly to ensure mutual client needs are being met efficiently and effectively.
• Maintains volunteer hour log, reporting monthly to the Development Coordinator, and maintains volunteer and donations calendar for advocate
• Coordinates and Leads weekly house meetings when necessary

7. Other duties as specified by the Shelter Services Supervisor and/or Director of Homeless Solutions.

QUALIFICATIONS:

Education:
• Bachelor’s Degree required, Master’s Degree and Licensee desired or equivalent

Experience
• A minimum of 3-5 year’s experience in the social service field

Skills/Specialized Knowledge/Abilities
• Ability to problem solve and to think critically
• Ability to engage appropriately with clients and be an active listener
• Demonstrate attention to detail skills
• Ability to work with diverse populations
• Ability to communicate verbally and in writing
• Ability to manage conflict
• Ability to work independently as well as part of a team
• Ability to multi-task
• Ability to collaborate both internally and externally

Key Performance Indicators:
• Understands agency vision/mission and how to achieve agency goals
• Understands culture of poverty and works effectively with clients
• Demonstrates strong client engagement
• Gains knowledge of community resources
• Gains knowledge of job readiness
• Gains knowledge of substance abuse/mental health resources
• Demonstrates timely, accurate and concise documentation to meet compliance requirements

WORKING CONDITIONS:

Working Hours/Environment
• Office hours are 24 hours and seven days a week. Typically work M-F 9-5.
• Must be willing and able to work occasional nights, weekends and holidays (may be required to work flexible schedules to provide staff coverage)
• Work typically performed in an indoor 3-floor residential building

Tools and Equipment Used
• Computer, copier, fax/scanner, phone, other typical office equipment, kitchen equipment, and basic troubleshooting of plumbing, HVAC in emergency situations

Travel
• Minimal-less than 5% of the time

Physical and Mental Demands
• Frequently required to sit at a desk/workstation for long period of time
• Ability to work at a computer terminal for extended periods of time
• Digital dexterity and hand/eye coordination in operation of office equipment
• Moderate lifting-supplies, food, laundry, and resident belongings
• Ability to speak to and hear employees/clients via phone or in person
• Body motor skills sufficient to enable incumbent to move between 3 floors
• Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, interpret

Interested parties should submit a cover letter and resume via e-mail to: humanresources@welcomehouseky.org

Welcome House is an equal opportunity employer. Employment selection and related decisions are made without regard to gender, race, age, disability, religion, national origin, color, gender identity, sexual orientation, veteran status or any other protected class.

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