Program Assistant

Level: Entry
Department: Community Housing Programs (Fairfax)
Reports To: Director of Supportive Housing and Diversion Programs
Salary Range: $50,000–$52,000
Location: Chantilly, VA (Hybrid)
FLSA Status: Exempt

About Us

Shelter House was established in 1981 as a grassroots responder to the homelessness crisis in Fairfax County. Since the organization's inception, we have adapted and grown to meet community needs, all while working in partnership with government and private partners and community members.

Today, Shelter House is a successful and reputable organization of over 200 employees committed to preventing and ending homelessness and domestic violence. In the last year, our compassionate team of individuals changed the lives of nearly 2,000 individuals, half of whom were children. Our culture is built on our Core Values of Inclusivity, Collaboration, Accountability, Respect, and Empowerment (iC.A.R.E.).

About the Role

The Permanent Supportive Housing (PSH) Program Assistant provides administrative and program support to the Permanent Supportive Housing team. This position is responsible for assisting with financial tracking, lease and compliance monitoring, documentation, and maintaining accurate program records. The Program Assistant works closely with program staff to ensure timely completion of administrative requirements and accurate tracking of PSH activities.

Responsibilities

Financial and Rent Assistance Support

• Monitor monthly rent requests for all PSH units.
• Prepare monthly rent requests and related documentation.
• Update and maintain financial tracking spreadsheets to ensure rent requests and payments are accurately recorded.
• Monitor utility charges for all PSH units.
• Assist with preparing utility payment requests and supporting documentation.
• Maintain accurate and up-to-date utility expense information on financial tracking spreadsheets.
• Identify missing or incomplete information and follow up with appropriate staff as needed.

Lease and Unit Tracking

• Assist with maintaining and updating the PSH lease tracking system.
• Monitor upcoming lease renewals and identify leases requiring action.
• Notify appropriate program staff when lease renewals are approaching.
• Track the status of lease renewals and follow up as needed.
• Update lease tracking records with new lease terms, renewal dates, and other relevant information.
• Maintain tracking of renter's insurance for new units and clients.
• Assist staff with ensuring required renter's insurance documentation is received and appropriately recorded.

Environmental Review Tracking

• Assist with tracking Environmental Review requirements for the RISE program.
• Monitor upcoming Environmental Review renewals or required actions.
• Notify appropriate staff when an Environmental Review renewal or other follow-up is approaching.
• Maintain accurate and current Environmental Review tracking records.

Records Management and Documentation

• Assist with creating and organizing files for unit leases and other unit records.
• Digitize paper files and maintain organized electronic program records.
• Assist with scanning, uploading, naming, and organizing documents in accordance with organizational procedures.
• Ensure program files are complete, accurate, and accessible to authorized staff.
• Assist with maintaining consistent file organization and documentation standards across PSH programs.

General Program Support

• Provide administrative support to PSH program staff as needed.
• Assist with data entry, tracking, reporting, and other administrative tasks related to PSH operations.
• Maintain confidentiality of client, financial, housing, and program information.
• Communicate effectively with program staff, finance staff, landlords, and other partners as appropriate.
• Perform other duties as assigned to support the effective operation of the Permanent Supportive Housing program.

Physical Requirements

• Annual TB testing is required.
• Ability to sit or stand for extended periods.
• Ability to lift and carry items weighing 10–20 pounds.

Benefits

• Medical, Dental & Vision Insurance
• 401K contributions with a 4% employer match
• 13 Paid Holidays, 2 Floating Holidays and the opportunity to take your Birthday Off
• Four Annual Team Building Events

Equal Employment Opportunity:

Equal Employment Opportunity Policy: Shelter House is committed to providing equal employment opportunity to all employees and applicants. All employment-related decisions will be made and carried out without regard to race, color, religion, national origin, ancestry, citizenship, age (over 40), sex, marital status, pregnancy, sexual orientation, gender identity, veteran status, disability unrelated to the individual's ability to perform his or her job or any other legally protected status. Shelter House will also provide reasonable accommodations to pregnant and qualified employees with disabilities to enable them to perform the essential functions of their job, and to employees with respect to their observance of their religious beliefs, in accordance with applicable law. Any job applicant or employee who would like or needs an accommodation may request an accommodation by contacting the Human Resources department.

Drug and Alcohol-Free Workplace Policy:

Drug-Free Workplace: Shelter House is committed to maintaining a drug-free workplace. Employment is contingent upon compliance with our Drug-Free Workplace Policy, which prohibits the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled substances or marijuana in the workplace. Additionally, all subcontracts and purchase orders over $10,000 must include provisions ensuring a drug-free workplace.