Housing Coordinator - UHA Services Coordinator

Description

The Housing/UHA Services Coordinator provides coordination, screening, and analytical support to HOM's Los Angeles Housing Department, which administers Time-Limited Subsidy, Permanent Supportive Housing, and Prevention programs under multiple public-agency contracts. The Coordinator serves as the central point of contact for participant briefing coordination and onboarding logistics, performs preliminary referral coordination and verifies incoming referral documentation, and supports the Director of Housing with departmental reporting and data tracking. This position clears the intake path so that Housing and Compliance Specialists receive complete, screened referrals and consolidates operational data so that departmental leadership can work from a single, strategic view of performance. This is a non-exempt, office-based role that plays a critical part in the efficiency, accuracy, and responsiveness of HOM's housing programs. 

Primary Job Responsibilities 

Briefing Coordination and Scheduling 

• Schedule and coordinate participant briefings and housing program orientations conducted individually or in group settings, on behalf of the Housing Department. (Virtual/In-Person) 
• Manage and maintain the departmental briefing calendar, proactively resolving scheduling conflicts and ensuring briefings occur within the timeframe required by the applicable contract. 
• Serve as the primary point of contact for provider partners, care teams, participants, and Housing Specialists for all briefing and onboarding scheduling inquiries. 
• Prepare and distribute briefing packets, orientation materials, program expectation documents, and participant-facing resources. 
• Confirm briefing attendance in advance, and coordinate prompt rescheduling for cancellations and no-shows within required timeframes. 
• Coordinate interpretation, translation, and reasonable accommodation services in advance of scheduled briefings and appointments. 
• Coordinate intake, recertification, and unit transfer appointment scheduling in support of Housing and Compliance Specialists. 
• Record briefing attendance, completion, and outcome in Padmission Journey and applicable databases on the same business day. 
• Coordinate Move-In Kit distribution logistics for new admissions, where applicable. 
• Track and report briefing backlogs, upcoming deadlines, and scheduling gaps to the respective Supervisors and the Director of Housing. 

Eligibility Screening and Determination Support 

• Conduct preliminary eligibility screening on incoming referrals, UHA application review and approvals for PSH, confirming active HMIS enrollment, program alignment, household composition, and authorized unit size prior to assignment to a Specialist. 
• Identify and record the applicable funding source, subsidy model, program time limit, and eligible cost schedule for each referral. 
• Verify that eligibility documentation supplied by the referring entity is present, legible, and complete, and request missing or corrected items on the same business day. 
• Access and utilize secure computer databases, including HMIS, UHA, and other relevant systems, to verify participant information in support of contractual/funding eligibility and determination. 
• Prepare screened referral packets for assignment so that the receiving Specialist begins with a complete and accurate record. 
• Decline and return referrals that do not meet program standards, notifying the provider and referring program of the specific basis for the denial. 
• Support Housing Compliance Specialists and Housing Specialists with the collection and organization of income, asset, and expense documentation required for full eligibility determination and subsidy calculation. 
• Maintain the referral intake tracker and report screening volume, denial reasons, and turnaround time to departmental leadership. 
• Escalate complex or ambiguous eligibility questions to the Supervisor or Director of Housing rather than resolving them independently; final eligibility determination, income verification, and subsidy calculation remain the responsibility of the assigned Housing Compliance Specialist or Housing Specialist. 

Reporting, Data Tracking, and Director Support 

• Maintain the departmental KPI dashboard and update it on the established reporting cadence. 
• Generate routine and ad hoc reports from Padmission Journey and other systems for the Director of Housing and Housing Supervisors. 
• Track lease-up production against required pace and promptly flag variance to the Director of Housing. 
• Maintain aging trackers for housing searches, Requests for Tenancy Approval, inspections, recertifications, and pending payments, and alert Specialists and Supervisors to at-risk or overdue actions. 
• Compile weekly and monthly departmental reporting packages for departmental and executive review. 
• Prepare data, materials, and presentations for funder meetings, monitoring visits, program audits, hearings, and executive briefings as directed. 
• Verify that system-exported data is correctly formatted before use in formula-driven trackers, with particular attention to values stored as text rather than true date or numeric values. 
• Support quality assurance by reviewing data submissions for completeness and accuracy prior to finalization. 
• Maintain accurate and up-to-date records within Padmission Journey and Padmission Connect, including data entry, document attachment, and results tracking. 
• Maintain organized electronic files for all correspondence and program documentation. 

Communications and Stakeholder Support 

• Respond to inbound inquiries from participants, provider partners, care teams, property management or owners (POMs), and internal staff regarding briefing status, referral status, eligibility screening, and documentation requirements. 
• Draft and distribute correspondence, notices, and outcome letters to participants, providers, and partner agencies in accordance with program policies. 
• Coordinate distribution of eligibility determinations, completed Requests for Tenancy Approval, signed leases, subsidy contracts, and follow-up requirements to appropriate parties based on program documentation protocols. 
• Assist in preparing materials for housing stability meetings, case conferences, team briefings, and partner agency coordination. 
• Support outreach and engagement activities by preparing educational materials and resources for participant and partner communications. 
• Escalate complex participant, provider, or partner concerns to the Supervisors or Director of Housing in a timely manner. 

Administrative and Operational Support 

• Provide general administrative support to the Housing Department, including document preparation, filing, correspondence, and supply management. 
• Support the Director of Housing in scheduling meetings, tracking departmental deadlines, and monitoring deliverable due dates. 
• Support onboarding of new team members by preparing orientation materials and coordinating access to systems and tools. 
• Assist with special projects, program implementation tasks, and other duties as assigned by the Director of Housing. 

Requirements

 Job Requirements  

 
Essential Skills 

• Proficiency in Office 365 Suite, including SharePoint, OneDrive, Teams, Planner, Outlook, Word, and Excel. 
• Strong organizational skills with demonstrated ability to manage multiple priorities, deadlines, and projects simultaneously. 
• Excellent written and verbal communication skills, with professional phone and email etiquette. 
• Strong attention to detail and accuracy in data entry, documentation, and correspondence. 
• Customer-service orientation with the ability to work collaboratively and professionally with diverse stakeholders. 
• Ability to problem-solve independently and escalate issues appropriately in a fast-paced, team-based environment. 
• Strong sense of accountability and ownership over assigned responsibilities. 
• Strong analytical and reporting skills, with intermediate to advanced Excel proficiency and the ability to build, validate, and maintain data trackers and dashboards. 
• Working knowledge of housing program eligibility criteria and documentation requirements, with the ability to apply funder rules consistently across multiple contracts. 
• Ability to handle sensitive participant information with discretion and to communicate with individuals who may be experiencing crisis, using de-escalation and respectful communication. 

Other Requirements 

• Must pass a background check with no findings that impact the ability to fulfill compliance and role responsibilities. 
• This role will have access to sensitive data, including Personally Identifiable Information (PII) and Protected Health Information (PHI), and must adhere to HOM Security and Privacy Policies. 
• Team Member may use or disclose PII or PHI in the course of their coordination duties. All use and disclosure is subject to procedures outlined in Section 1.10 of the HOM Privacy Policies. 
• Must demonstrate HOM's core competencies: Emotional Intelligence, Expertise, Ethics, and Excellence. 
• Willingness to perform other duties as needed or assigned. 

Education and Experience 

• Bachelor's degree in a related field preferred. 
• At least 2-4 years of administrative, coordination, or office support experience; experience in housing, real estate, social services, or a related field strongly preferred. 
• Experience with database systems, case management software, or housing management platforms preferred (e.g., Padmission Journey, Yardi, or similar). 
• Familiarity with housing assistance programs (Section 8, HCV, PSH, HUD CoC, RRH) a plus. 
• Experience producing operational or performance reporting for leadership preferred. 
• Bilingual or multilingual skills desired.