About Jericho ProjectJericho Project is a nationally recognized nonprofit that has been working to end homelessness at its roots since 1983. What began as a Manhattan soup kitchen has grown into a citywide organization serving nearly 3,000 New Yorkers each year - including over 700 veterans, as well as young adults and families, many of whom identify as LGBTQ+.
Jericho provides more than 600 units of supportive housing through seven permanent residences in the Bronx and Harlem, along with scattered-site apartments throughout New York City. Our housing-first model is paired with wraparound services delivered by skilled case managers, licensed mental health clinicians, and workforce development specialists. Together, these services support our four pillars of stability: housing, employment, wellness, and family.
In 2024, Jericho facilitated over 570 housing placements, helped secure nearly 275 job placements, and delivered over 750 therapy sessions through our in-house Jericho Therapy Program. As we move toward expanding our reach by an additional 2,000 units of housing, we remain committed to helping individuals and families build lasting independence and well-being - one person, one home, and one community at a time.
About the Position The Senior Program Specialist serves as the Office Manager for Housing Access, directly supervises the RRH and SSVF Program Specialists, and performs the Program Specialist functions for Urban Rapid Re-Housing (URRH). Reporting directly to the Senior Director of Housing Access, the position coordinates reliable office operations, timely participant access, accurate records, and consistent administrative practices across the three programs.
Position: Senior Program Specialist Location: Manhattan Reports To: Senior Director of Housing Access Status: Non-Exempt Compensation: $55,000.00 to $60,000.00 annualized
Responsibilities:Staff Supervision and Leadership
- Provide direct administrative supervision to the RRH and SSVF Program Specialists, assign priorities and deadlines, monitor completion, and arrange reception and program coverage during absences.
- Onboard and train staff using job descriptions, program SOPs, and 30-60-90 day plans. Cross-train designated backups and maintain documented handoffs for critical functions.
- Conduct structured weekly supervision and biweekly coaching; document accomplishments, concerns, training needs, priorities, PTO, goals, and commitments. Review follow-through and provide timely feedback.
- Review timesheets and PTO requests and approve them within delegated authority, confirming adequate coverage. Monitor required Relias and agency training and report outstanding items.
- Assess staff performance, contribute to evaluations, and document recurring workflow or conduct concerns. Coordinate with the Senior Director, program leadership, and HR on formal personnel actions.
- Partner with RRH, SSVF, and URRH leadership on program requirements and service barriers. Refer final eligibility, clinical, fiscal, and policy decisions to the authorized program leader.
Office Operations and Facilities
- Manage the daily administrative operations of the Housing Access office, including reception readiness, shared calendars, conference room bookings, mail, voicemail coverage, meeting logistics, and office equipment coordination.
- Maintain office, closet, and bathroom key issue and return logs. Coordinate authorized key-fob profiles, issuance, deactivation, and master-log reconciliation with IT and designated staff as employees join or depart.
- Coordinate building maintenance, HVAC, cleaning, and repair requests; maintain request and follow-up records, communicate service schedules, and escalate unresolved or urgent problems to the Senior Director and facilities contacts.
- Organize shared work areas and secure storage. Assign and verify daily kitchen closing, sanitation, restocking, trash disposal, and weekly refrigerator cleaning; report leaks, pests, damaged equipment, and sanitation concerns promptly.
- Maintain current staff emergency contact records, program flow charts, office contact lists, and shared administrative files. Coordinate updates when staff or assignments change.
- Coordinate staff meetings, attendance records, minutes, special events, and partner visits. Maintain current conference room calendars and post revised schedules as needed.
Purchasing and Inventory Controls
- Consolidate RRH, SSVF, and URRH supply needs, review inventory at least biweekly, maintain reorder levels, and prepare accurate Staples Advantage, Amazon Business, or other approved carts and purchase orders using correct program coding.
- Route proposed purchases and Legal Shred purchase orders to authorized approvers before ordering. Verify deliveries against approved orders, document packing slips and received quantities, reconcile invoices, and follow up on discrepancies.
- Safeguard and track OMNY cards, petty cash, SSVF incentives, and other controlled items. Maintain receipt, issue, custody, and balance logs, conduct weekly counts and monthly reconciliations, and promptly report shortages or unexplained variances.
- Oversee SSVF incentive inventory, ordering records, and invoice or FARS handoffs to authorized program and fiscal staff. Review MetroCard documentation, AWARDS entries, and reorder alerts, including the 50-card threshold.
- Manage postage machine access and program codes, review monthly usage, and maintain accurate supporting records. Preserve separation between purchase preparation, approval, receipt, and reconciliation.
Safety and Continuity
- Coordinate the site safety plan and six unannounced emergency drills annually with designated leaders; document participation, after-action findings, and corrective follow-up. Inspect first-aid and Narcan supplies monthly and arrange replenishment.
- Maintain secure access to records, keys, controlled storage, and approved systems. Protect participant and employee information and use approved credential storage and incident-reporting procedures.
- Prepare out-of-office handoffs and designated backup coverage for office functions, appointments, urgent referrals, reporting, fiscal records, controlled items, and shared-area closing.
URRH Program Specialist Responsibilities
- Serve as an initial contact for URRH participants and referral partners. Review referrals received by phone, walk-in, email, shelters, agencies, and outreach; conduct prescreens within delegated guidelines and explain required documents and next steps.
- Maintain the URRH prioritization list and referral pipeline. Contact prospective participants and providers, collect and securely organize documents, schedule intakes, send appointment notices or reminders, and follow up on missed appointments and enrollment status.
- Document each outreach attempt, successful contact, prescreen, referral disposition, document receipt, appointment outcome, admission, and discharge in AWARDS and approved trackers promptly after activity. Escalate aging referrals and barriers with an owner, next action, and deadline.
- Compile and verify daily URRH numbers and email the approved leadership distribution before departure. Maintain weekly activity summaries, monthly outcomes, and an active roster reconciled to admissions and discharges.
- Provide URRH filing, data entry, meeting, supply, and event support. Maintain protected time for participant-facing work and alert the Senior Director when office or supervisory demands place service deadlines at risk.
RRH and SSVF Administrative Oversight
- Review daily activity reports and weekly prioritization lists, prescreens, outreach, document collection, intake scheduling, and follow-up. Ensure Microsoft Planner and approved Excel trackers reflect current activity, status, ownership, and next steps.
- Conduct monthly participant-file and filing-cabinet spot checks and weekly checks of notes, ledgers, and supporting records. Review or sign Program Specialist notes only within assigned system permissions and agency policy; document and follow up on corrections.
- Ensure the SSVF Specialist completes monthly Screen Not Enrolled data by the first of the following month, Friday grantee roster distribution by 11 a.m., Friday MetroCard logs and AWARDS entries, weekly counts, and staff meeting minutes by the following Monday.
- Confirm required program reports, supply orders, record updates, and fiscal handoffs are complete and supported by source records. Send completion notifications for leadership spot checks and escalate discrepancies or missed deadlines.
- Provide the Senior Director with consolidated updates on program activity, staffing coverage, office operations, safety, inventories, and unresolved risks. Recommend process improvements and maintain current SOPs and training materials.
Requirements:
- High school diploma required; associate or bachelor’s degree preferred. Relevant administrative and supervisory experience will be considered.
- Administrative experience with demonstrated ability to supervise staff, coordinate office operations, manage competing priorities, and maintain accurate records and deadlines.
- Proficiency with Microsoft Office and Microsoft 365, including Excel, Outlook, Teams, SharePoint, and Planner; ability to learn AWARDS, purchasing systems, and agency reporting procedures.
- Strong communication, writing, organizational, analytical, and problem-solving skills; ability to work professionally with participants, staff, providers, and vendors while protecting confidentiality.
- Ability to interpret program data and procedures, maintain inventory and fiscal controls, support agency events, and cross-train others.
ADA Specifications:
This position requires the ability to lift up to 50 lbs. Ability to travel to various sites. One must possess the ability to speak, hear, see, and write as well as the ability to use a computer and related software programs. Local and/or national travel required and may require some longer weekday/weekend commitments to accomplish related business projects or meet deliverables.
EQUAL OPPORTUNITY EMPLOYER
We are an equal opportunity employer, and all qualified candidates will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are committed to creating a diverse and inclusive workplace where all employees feel welcome and valued. We believe that diversity and inclusion are essential to our success.
DISCLAIMER This job description is intended to provide a general overview of the position and its essential functions. It is not intended to be an exhaustive list of all the duties and responsibilities that may be assigned to the staff member. The specific duties and responsibilities of the position may change from time to time, as determined by the needs of the organization. The staff member must be able to perform the essential functions of the position satisfactorily, with or without reasonable accommodation. Reasonable accommodation will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.