Public Housing Program And Outreach Coordinator

Executive Office of Housing and Livable Communities (EOHLC) is seeking a Public Housing Program and Outreach Coordinator/Program Coordinator II in the Division of Public Housing!

The Executive Office of Housing and Livable Communities (EOHLC) is charged with creating more homes in Massachusetts and lowering housing costs for residents.

Formerly known as the Department of Housing and Community Development (DHCD), EOHLC works with municipalities, local housing authorities, non-profit organizations, and development partners to provide affordable housing options, financial assistance, and other support to Massachusetts communities.

OVERVIEW OF ROLE:

The Public Housing Program and Outreach Coordinator, (hereinafter known as “the Coordinator”) assists with the administration and coordination of all State-Aided Public Housing program-related activities at the at the Executive Office of Housing and Livable Communities (EOHLC), as well as takes a leading role in public communications, constituent response, and training efforts in the Bureau of Housing Management (BHM) . The Bureau of Housing Management oversees and provides technical assistance to about 43,500 units of state-aided public housing owned and operated by 231 Local Housing Authorities (LHAs). The Coordinator provides programmatic administrative support to the BHM’s senior management team, reporting directly to the Housing Management Program Operations Supervisor. They also provide support for Housing Management Specialists and Facilities Management Specialist. They also perform highly complex detail-oriented program coordination duties under minimal supervision. These include: tracking and processing formal, written communication to LHAs and other external stakeholders; coordinating and conducting follow-up with LHAs as a part of program activities; creating and maintaining databases to support effective program management; creating and regularly generating tracking and evaluation reports using MS Access, Excel, Tableau, and/or other Business Intelligence software; assisting with preparation of presentations and reports; coordinating external events; and following-up by telephone and email regarding requests for assistance, information, or action.

The Coordinator has primary responsibility for constituent outreach and response regarding tenant selection and the Common Housing Application for Massachusetts Public-Housing (CHAMP) application portal and statewide waitlist management system. They coordinate and lead trainings on CHAMP for LHAs, caseworkers, and other advocates. They also help with communication efforts, including but not limited to serving as the point of contact for new Executive Directors in accessing EOHLC systems and training materials; webmaster for the Division of Public Housing, ensuring Division webpages are informative and navigable by stakeholders and public; and managing the email list serve for Division of Public Housing external communication.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE):

The incumbent provides program and information support in a fast-paced, complex environment, with rapidly changing priorities. The position requires the exercising of a high degree of discretion and initiative, with an emphasis on integrity, timeliness, accuracy, reliability and a strong focus on total customer satisfaction. Specific duties include:

1) Implement:

• Support the Bureau of Housing Management, Manager and Supervisors in the successful implementation and coordination of multiple, simultaneous projects and programs, prioritizing tasks by importance.

• Tasks include assisting with: ensuring the programs are effectively operating and complying with program requirements and standards; assisting with vendor procurement and contract administration; processing program submissions, evaluation, awards, approvals, reports, and other key documents; tracking program participation and outcomes; tracking project adherence to deadlines and guidelines; coordinating program-related meetings and site visits and properly documenting key decisions; finalizing and transmitting written communication; and following up by phone or email with stakeholders and participants.

• Programs supported may include but are not limited to: LHA Board Member Training, LHA Tenant Training, LHA Executive Director and Management Agreement Contract approvals, 689 Lease and Management Contract approvals, LHA Performance Management Review, Agreed Upon Procedures (AUP), the Annual Plan, the Risk Management Program tracking, tracking of Budget Approvals, and CHAMP. Attendance as scheduled is an essential function of this position.

2) Identify & Recommend:

• Bring issues and policy recommendations to supervisor for one or more of several important programs including but not limited to: Housing and Redevelopment Authority Board Member Appointments; LHA Tenant Satisfaction Survey; Budget Certification.

3) CHAMP:

• Respond to constituent inquiries on CHAMP and coordinating and planning trainings on CHAMP for advocates and caseworkers.

• Primary point of contact for new Executive Directors seeking access to EOHLC systems and training materials.

4) Technology & Technical Assistance:

• Primary responsibility for Division of Public Housing web-postings, including coordinating uploads to mass.gov, organizing materials, updating website in response to stakeholder and constituent feedback.

• Provide technical assistance to internal staff, LHA staff, and partner agencies regarding program rules, guidelines, policies, procedures, and standards.

• Organize trainings (in person and online) to exchange information, resolve problems, and ensure compliance with program requirements.

• Manage multiple databases that support effective program coordination and management. Create new databases to serve multiple internal users; develop and implement protocols to ensure quality assurance among users; enter data, marry and merge data to create reports and dashboards showing trends so that managers may effectively measure outcomes and evaluate program effectiveness at meeting objectives. Must be able to create and regularly generate tracking and evaluation reports using MS Access, Excel, Tableau and/or other Business Intelligence software.

5) Monitor:

• Create and implement standards and protocols for tracking and monitoring the Bureau of Housing Management’s correspondence, contracts, and other documents including but not limited to correspondence to LHAs and other agencies that may be of a sensitive nature. In the absence of the Manager(s), ensure that external requests for action or information are relayed to the appropriate staff member. As needed, interpret request and help implement action making sure information is supplied in a timely manner.

6) Presentations:

• Anticipate and prepare materials for presentation to external audiences for conferences, meetings, reports, formal correspondence, etc. Prepare presentations and reports ensuring completeness and accuracy. Advanced proficiency using Microsoft PowerPoint and document formatting and able to learn additional software as needed.

7) Coordinate:

• Provide general administrative support and coordination to the Bureau of Housing Management. File & scan electronic files according to EOHLC protocols. Develop and improve file management protocols. Maintain adequate office supplies and execute supply orders as necessary. Orient new employees to internal policies and procedures.

• Support the Director by coordinating certain external meetings, conferences, calls, and appearances for them. Prepare briefing notes and speaking points for meetings/calls as needed. Work collaboratively with other EOHLC staff and program coordinators, acting as a liaison on matters where the Director must take action in coordination with the other Department heads.

PREFERRED QUALIFICATIONS:

1. At least intermediate proficiency using Microsoft Access, Excel, Word, Outlook, PowerPoint, Business Intelligence Software, and Tableau (emphasis on Access, Excel, and PowerPoint).

2. Experience in handling confidential and strategic information; ability to exercise discretion in handling such information; and ability to exercise sound judgment.

3. Ability to work independently with minimal supervision.

4. Superior customer service and organizational skills.

5. Ability to interact with the public in an appropriate manner.

6. Curious to learn new topics and ability to learn new topics quickly.

7. Excellent written and verbal communications skills, including ability to communicate in a precise, understandable manner and ability to communicate concisely, clearly and provide information in a logical sequence.

COMMENTS:

Please upload resume and cover letter.

This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.