Program Assistant


Date Posted:
Job Code:
81 Willoughby St 2nd Fl
81 Willoughby Street
United States of America



Position Overview:

Responsible for tasks related to managing office operations and procedures, including data management, inventory control, scheduling, and reconciling assets across diverse systems. Additional responsibilities include utilizing technology such as Microsoft Office, Ariett, ECW, and Eicare. The Community Partnerships Program Assistance will assist the department in data analysis and measurement to support the improvement of clinical and operational outcomes monitoring. Reporting to the Director of the Community Partnerships they will assess data and workflow processes to ensure that a strong standard of quality is maintained across the referral processes. Through the analysis of community level data and quality improvement projects, they will work to enhance the outcomes of the client population.


  • Provide admin support for Community Partnership teams by performing tasks such as: ordering office and program supplies; reconciling credit card purchases in Ariett
  • Maintaining monthly Uber logs
  • Submit requests for and distribute monthly travel checks to staff;
  • Coordinate W9 forms for new vendor form submissions and new staff who are onboarding;
  • Be the point of contact for any food orders such as recurring orders for programmatic purposes, meetings, etc;
  • Tracking and submitting timesheets
  • Distributing and organizing promotional material and pantry items.
  • Scheduling and coordinating spaces for client groups, larger client or staff meetings, trainings and client retreats.
  • Aiding in staff search recruitment as needed for vacant positions
  • Providing production support for client events along with other staff
  • Routinely putting together marketing material, training material, updating phone lists, org charts.
  • Provide orientation support for new staff in universal procedures, i.e. basic eicare/ecw training, intranet.
  • Perform CP Eicare data management, Q/A, reporting and verifying enrollments that do not appear through Eicare reports on monthly basis
  • Engage in weekly supervision with the Program Director
  • Participate in reoccurring interagency meetings, as well as external community meetings when applicable
  • Perform other duties as assigned
  • Compile and analyze monthly metrics and staff performance reports to assist in the continuous quality improvement of Community Partnerships staff
  • Explore areas for improvement based on collected data and work with the management team and other departments to identify and implement potential solutions based on key findings and trends
  • Monitor the impact of implemented changes to client outcomes, staff workflows, and organizational processes
  • Create and utilize spreadsheets, reports, and graphs to communicate data
  • Generate and update reports to convey information effectively and in a meaningful manner
  • Provide technical assistance and workflow development to ensure data capture for integration activities
  • Support the onboarding of new staff including basic tracking systems and procedures used
  • Perform other duties that support the success of the Community Partnerships team as assigned

Minimum Requirements

  • Bachelor’s Degree or Associates preferred; High School Education required
  • Strong organizational skills and verbal/written communications skills
  • Ability to work independently with minimal supervision
  • Experience in utilizing Microsoft Office tools, especially Excel, as well as the ability to learn and operate in various databases, i.e. Ariett, eSHARE, SPARS, Eicare, and ECW
  • Ability to track, organize and report data accurately and consistently
  • Demonstrated dependability regarding punctuality and attendance
  • Flexibility with travel required due to attending meetings at other sites occasionally

Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
This position is included in a bargaining unit of Housing Works’ New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union (“RWDSU”).  Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a “CBA”) between Housing Works and the RWDSU.

We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.

Housing Works is a healing community of people living with and affected by HIV/AIDS. Our mission is to end the dual crises of homelessness and AIDS through relentless advocacy, the provision of lifesaving services, and entrepreneurial businesses that sustain our efforts.