Housing Intake and Administration Coordinator

Job Description

Job Description

Rapid Re-Housing Intake and Administration Coordinator

Bridge Over Troubled Waters

Boston, MA

WHO WE ARE

For over 50 years, Bridge Over Troubled Waters has provided a comprehensive continuum of care for runaway, homeless, and high-risk youth in Boston, and has been a national model in providing innovative youth services. Our mission is to transform the lives of youth through safe, supportive and encouraging relationships, counseling, housing, and skill-building, to guide them towards self-sufficiency and achieving their goals.

ABOUT THE ROLE

The Rapid Re-Housing Intake and Administration Coordinator is responsible for overseeing young adult intake, rapid re-housing pre-placement, and administrative tasks related to Rapid Re-Housing programs. This role ensures accurate and timely data entry; maintains detailed tracking systems for young adult and landlord information; manages billing reports; and ensures compliance with auditing standards. The ideal candidate is highly organized and works collaboratively with the data and quality team, program director, and case managers to ensure the successful delivery of Rapid Re-housing services. This is primarily an office-based role, but there will be occasional fieldwork and interactions with young adults (YA’s) as required. The coordinator must have flexibility to attend meetings or events outside of the standard working hours as required.

RESPONSIBILITIES

Young Adult (YA) Intake and Assessment 

• Conduct all YA intake processes, entering YA information into the ETO(Efforts to Outcomes)system.  
• Perform HUD Assessment starting, entrance, quarterly, annual, and exit assessment for YA.
• Complete recertification for YA in the Rapid Re-Housing program, including HUD recertification for all YA’s.   

Pre-Placement and Rapid Re-Housing 

• Manage pre-placement tasks, including maintaining pre-placement lists for YA’s approved for rapid re-housing.  
• Work with case managers and housing teams to ensure smooth pre-placement processes and timely housing assignments.  

Data Entry and Management  

• Maintain accurate records and tracking sheets for YA balances, landlord information, and housing placements.  
• Update and audit YA charts in ETO on a monthly basis, ensuring all charts are current and complete.  
• Notify case managers when YA records or notes are incomplete or missing.  

Auditing and Reporting 

• Conduct monthly audits on YA files to ensure compliance and data accuracy.  
• Prepare and maintain billing reports, spreadsheets, and tracking documents.  
• Collaborate with the Associate Director to ensure all updates are reflected in ETO and case managers are compliant with data requirements.    
• Report to the Associate Director to provide updates on RRH and program compliance.  
• Work with the Associate Director to improve YA filing and tracking systems and assist in developing templates for YA communication (e.g., Letters, leases, promissory notifications updating and maintaining).
• Consult with case managers to ensure timely and accurate case notes, assessments, and updates in ETO.  
• Work with program teams and Director to identify areas of process improvement. 
• Participate in regular team meetings and contribute to the overall success of Rapid Re-Housing
• Support other administrative and operational tasks as needed.

QUALIFICATIONS 

• Knowledge and understanding of “Housing First” philosophy and strategies.  
• Knowledge of and experience with data collection and management systems.  
• Knowledge of social service, housing support, and basic benefit systems.  
• Capacity to engage youth and provide support, including advocacy, reducing isolation, problem-solving, listening, and identification of resources.  
• Excellent organizational and time management skills.  
• High Proficiency in Microsoft Office Suite (Excel, Word) and data management systems.  
• Strong written and verbal Communication skills.  
• Ability to work collaboratively and independently in a fast-paced environment. Experience working with housing programs.  
• Due to the nature of the housing case manager’s work, a flexible schedule and ability/willingness to work outside of regular business hours is essential.    
• Two to four years of experience working with vulnerable youth ages 18 – 24.  
• Minimum two years of experience in housing services, case management, or administrative roles in nonprofit or governmental settings.  
• Valid driver’s license required and continuous clean driver’s record.  
• Bachelor's degree is preferred.  
• Knowledge of Rapid Re-Housing programs and young adult intake management systems is preferred.    

Please Note: This job description is not intended to describe in detail the multitude of tasks that may be assigned, but rather to give a general sense of the responsibilities and expectations of the position. As the nature of the business demands change, so too may the essential functions of the position. The candidate who accepts this role is expected to be flexible in meeting changing demands.

SKILLS AND STRENGTHS

• Comfort and confidence working in a fast-paced, dynamic work environment.
• Enthusiastic about working with homeless transitional youth population.

PHYSICAL REQUIREMENTS

While performing the duties of this job the employee is regularly required to sit, work at a computer, stand and walk, and must be able to lift/move weight up to 25 pounds. The employee also must be able to hear and speak sufficiently to manage phone calls and effectively communicate/converse with others. The employee must have visual acuity and cognitive capacity to read, understand, and draft reports, letters, etc.

PAY AND BENEFITS

The hourly rate for this position is $25.00 per hour. Benefits include:

• Paid time off (sick time, vacation time, personal time) as well as 13 paid holidays and a birthday holiday
• Health, dental, and vision insurance
• 401(K) with 3% matching of contributions after 90 days of employment
• Employer-sponsored flexible spending accounts, commuter pre-tax benefits, employer paid short-term disability, long term disability, and life insurance
• Ongoing job training, including four off-site half-day trainings each year

EQUAL OPPORTUNITY STATEMENT

Bridge Over Troubled Waters, Inc. is an equal opportunity employer and does not discriminate on the basis of sex, race, color, religion, sexual orientation, national origin, cultural heritage, ancestry, political belief, age, marital status, pregnancy, physical or mental disability or veteran status.