Housing Department Coordinator

Description

Job Title: Housing Department Coordinator 

Days Off: Saturday/Sunday

Shift: Office Day

Location: Pioneer Square/Downtown/various

Insurance Benefits: Dental, Life, Long-term Disability, Medical (no premiums/payroll deductions for employee coverage)

Other Benefits: Employee Assistance Program (EAP), Flexible Spending Account (FSA), ORCA card subsidy, Paid Time Off (34 days per year for 1.0 FTE), Retirement Plan

About DESC:

Recognized nationally as an innovator and leader in developing solutions to homelessness, DESC is a social services organization, supportive housing operator, and licensed behavioral health treatment provider focused on meeting the needs of people experiencing long-term homelessness and living with complex behavioral health and other medical conditions. Approximately 3,000 people are actively receiving services from DESC at any given point in time. Our vision is a community where all people are shown compassion, treated with dignity, and everyone has a safe, stable, and affordable place to call home.

DESC operates five shelter/emergency housing programs, 19 permanent supportive housing facilities with over 1,750 units, several hundred additional scattered site apartments, and a range of behavioral health services including outpatient mental health and substance use disorder treatment, residential crisis stabilization, street outreach, mobile crisis response, and treatment for opioid use disorder.

JOB DEFINITION:

The Housing Department Coordinator reports to the Senior Director of Housing Programs and provides high-level administrative support to the Housing Leadership Team, including calendar management, travel coordination, file maintenance, processing and preparing executive correspondence, assistance with internal and external communications, and assistance with special projects for the department they oversee. They participate in meetings as appropriate and develop relevant materials, agendas, notes, and facilitation. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, service-oriented environment. The ideal candidate is detail-oriented, proactive, and committed to supporting mission-driven teams that deliver impactful community services.

MAJOR DUTIES AND RESPONSIBILITIES:

Executive Support

• Manage the calendars for the department’s directors, including scheduling meetings, appointments, and travel arrangements
• Prepare agendas, take meeting minutes, and track follow-up actions
• Draft, proofread, and edit correspondence, reports, and presentations
• Serve as a liaison between the Senior Director and internal/external stakeholders

Operational Coordination

• Act as liaison between agency departments and work closely with other senior program managers, department coordinators and other relevant staff 
• Coordinate logistics for activities, trainings, meetings, and events
• Maintain an organized system of tracking and monitoring workflow and prioritization of tasks for the department
• Support the preparation of files, reports, audits, and inspections 
• Track deadlines and ensure timely completion of projects and deliverables
• Drive or collaborate with other leaders on department and agency spanning workplan initiatives and special projects

Communication & Collaboration

• Facilitate communication across the housing department, and with other DESC programs and administrative departments across the organization 
• Respond to general inquiries and route messages appropriately
• Support onboarding processes for new housing staff, including scheduling and documentation and tracking 
• Maintain the department’s controlled documents, internal website pages, and routinely update relevant program information 

Data & Reporting

• Enter, update, and maintain data and progress tracking in internal systems and databases
• Generate routine and ad hoc reports to support operational decision-making
• Assist with data quality checks and compliance tracking

General Administrative Duties

• Order supplies and manage inventory for the department
• Perform other administrative tasks as assigned

Requirements

MINIMUM QUALIFICATIONS:

• Bachelor's degree in business administration, public administration, or a related field or equivalent experience of 4 years 
• Minimum two years paid full-time experience in administration, coordination, or executive assistant duties
• Experience with agenda setting and meeting facilitation 
• Strong prioritization and time management skills
• Excellent written and verbal communication abilities
• Strengths in active listening, synthesis, and content organization for notetaking and task management 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to quickly learn new database systems
• Ability to handle confidential information with discretion and professionalism
• Demonstrated ability to multitask and prioritize effectively
• Commitment to DESC's mission and goals

DESIRED QUALIFICATIONS:

• Familiarity with clinical or behavioral health environments
• Administravie experience in healthcare or nonprofit setting
• Master’s degree in a relevant field, such as social work, public health, or business administration

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will be required to sit, communicate with other employees and vendors, is required to lift and carry items weighing up to 25 pounds and to operate computer hardware systems. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Considerable stress may occur.

EQUAL OPPORTUNITY EMPLOYER:

DESC is committed to diversity in the workplace and promotes equal employment opportunities for all staff members and applicants. The Agency will not discriminate against any employee or applicant for employment on the basis of race, creed, color, sex, gender, sexual orientation, age, national origin, caste, marital status, or the presence of any sensory, mental or physical disability in any employment practice, unless based on a bona fide occupational qualification. Minorities and veterans are encouraged to apply.