Lead Bin Runner

Job Description

Job Description

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Behind every housing placement, every filled shelter bed, and every participant connected to services is a system that makes the work possible. The Lead Bin Runner for the Programs Department is an important part of that system. This role helps make sure the processes, records, and daily workflows that support Hope the Mission’s programs run smoothly and accurately.

This position provides administrative, financial, and data support to the Programs Department, including the Deputy Chief Programs Officer, Senior Directors, Program Directors, and the Vice President of Mission & Impact. The work supports several areas of the organization, including Access & Engagement, Housing Services, and Interim Housing programs. The Administrative Assistant helps connect headquarters with program sites by managing financial paperwork, helping maintain compliance documents, supporting HMIS data entry and tracking, and handling daily administrative tasks that allow frontline teams to focus on serving participants.

This role requires someone who understands that strong administrative work is essential in a human services organization. It is not just office work—it directly supports the mission. When records are accurate, financial processes are handled on time, and systems are organized, programs can operate more effectively. When programs run well, participants can move more quickly toward stable housing.

Role and Responsibilities

Departmental Administration

• Provides comprehensive administrative support to the Chief Deputy Program Officer, Senior Directors, Program Directors, and the Vice President of Mission & Impact

• Coordinates calendars, schedules meetings, and manages administrative priorities across the Programs Department

• Prepares correspondence, internal communications, and program-related documentation

• Serves as the primary administrative liaison between headquarters and program sites, ensuring consistent communication and follow-through on shared priorities

Financial Administration

• Processes and tracks receipts, check requests, invoices, spenddown spreadsheets, and program-related expenditures in coordination with Finance and program leadership

• Supports Financial Assistance processes for Housing Services and Access & Engagement programs, including organizing required documentation and maintaining accurate tracking records

• Manages Uber transportation accounts for program participants, coordinating scheduling as requested and processing monthly billing

• Assists with purchase requests, vendor coordination, and expense tracking to support day-to-day program operations

Compliance and Data Support

• Provides data entry and administrative support to programs utilizing HMIS, including report preparation and coordination with program staff

• Maintains organized electronic and physical filing systems in compliance with internal standards and funder requirements

• Supports program leadership in preparing documentation for audits, monitoring visits, and internal reviews

• Ensures administrative records are accurate, current, and aligned with program standards and funder requirements

Additional Responsibilities

• Coordinates administrative needs across Housing Services, Access & Engagement, and Interim Housing program areas as assigned

• Supports special projects, reporting cycles, and departmental initiatives as directed

• Primarily based at headquarters, with occasional travel to program sites as needed

• Performs other duties as assigned

Skills & Competencies

• Strong organizational and time-management skills

• High attention to detail and accuracy, especially with financial documentation

• Ability to manage multiple priorities and deadlines

• Strong written and verbal communication skills

• Proficiency in calendar management, office programs and administrative coordination

• Ability to work collaboratively across departments and leadership levels

• Comfort working with data systems and tracking tools

Qualifications 

• Associate’s degree or equivalent experience in administrative support roles preferred

• Minimum two (2) years of administrative experience, preferably in nonprofit or human services settings

• Experience supporting leadership teams and managing confidential information

• Proficiency in Microsoft Office Suite and Google Workspace

• Ability to learn and navigate HMIS or similar data systems

• Experience with financial documentation, expense tracking, or invoice processing preferred

Mandatory Requirements

• Background Screening – Employment is contingent upon the successful completion of background checks as required per worksite.

• Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.

• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.

• Legal Eligibility to Work – Maintain proof of legal authorization to work in the US.

• Compliance with Company Policies and HIPAA standards &ndash