Program Assistant (Case Management Services)

It is the mission of Metropolitan Educational Solutions, LLC (MES), to lead and create helpful community support networks for vulnerable children, families, and individuals by way of housing solutions that promote self-sufficiency. Our strength is guiding these teams in fulfilling the needs and goals of their targeted populations served. Through our use of innovative strategies, we have positioned ourselves to merge the “ideals and objectives” of Education and Social Services with this valuable service that we provide to our community. With this, our clients learn to be an effective and productive populace in their neighborhoods and throughout the world.

MES provides housing case management services to underserved individuals and families by offering wrap-around services leading to housing stability and self-sufficiency. Our programs are designed to help residents with chronic homelessness transition into stable and permanent housing

Position Summary:

The Program Assistant is a vital member of the Permanent Supportive Housing (PSH) and Rapid Rehousing (RRH) teams, serving as the first point of contact for walk-ins and calls from clients, landlords, and community partners. Reporting to the Director of Case Management Services and the Director of Program Operations, the Program Assistant provides high-level administrative support, maintains essential office systems, and assists with internal and external communications. This position is responsible for managing daily office operations and assisting the Program Directors and CEO in key administrative functions.

Major Duties and Responsibilities:

• Attend monthly Operations meetings led by the Director of Program Operations; take meeting minutes and send follow-up items to the team
• Attend monthly All Staff Meetings
• Greet and assist walk-in clients, community partners, and landlords as the public-facing representative of the PSH/RRH office.
• Manage and maintain the internal contact list, including updates for staff and leadership across programs.
• Maintain and update the organizational website (Our Team and Events pages).
• Lead and manage the Staff Committees, including Events, Advisory, and Advocacy Committees
• Plan and manage staff events, including staff appreciation events, holiday events, etc.
• Lead in the coordination of client events, including but not limited to monthly workshops, Bundle Up and Shop Event, back to School Event, Spring Celebration Event
• Track all staff clearances, including maintaining a detailed internal spreadsheet for DHS bi-annual renewal compliance. Submit all clearances for new hires and current staff through the DHS Smartsheet system to ensure contract compliance
• Assist the HR Contractor and Program Directors with onboarding training, equipment distribution, training binder creation, welcome emails to new staff, and training coordination tracking
• Obtain and maintain OCTO QuickBase, HMIS, CATCH access to track client information, as needed
• Handle badge photos, distribution, and maintenance for all staff; maintain records of all access credentials and key card distribution.
• Distribute, collect, and monitor staff printer codes; ensure smooth access and troubleshooting.
• Maintain and organize all staff mailboxes, CM/client mail intake, and certified mail runs to the post office.
• Answer and route calls on the main office line; manage voicemail connected to email inbox.
• Monitor office cleanliness, stock cleaning and office supplies, and report any building maintenance issues to the Director of Program Operations.
• Maintain office equipment such as printers (toner, paper, troubleshooting) to ensure operational continuity.
• Process staff and client supply requests and ensure timely order fulfillment.
• Track and route client bill payments, EAF requests, and invoices to accounting for processing.
• Manage company bills and contractor invoices, submitting and tracking as needed.
• Facilitate communication with IT support and troubleshoot phone/technology issues across the team.
• Coordinate onboarding support for new hires including badge creation, supply and equipment distribution, IT ticket submission, and Duo setup.
• Schedule and prepare internal trainings and secure library/event space as needed.
• Provide direct administrative support to the Directors of Case Management Services and Program Operations, including calendar coordination, email drafting, and document preparation.
• Assist the CEO and executive team with scheduling and administrative support as requested.
• Effectively communicate with Leadership Team ensure continuity of services
• Perform other duties as assigned to support the effective delivery of services.

Minimum Requirements and Education:

· Bachelor’s degree in business administration, public administration, human services, or a related field preferred. Associate’s degree with strong administrative experience will be considered.

· 3+ years of administrative or program support experience, preferably in a human services or nonprofit setting.

· Strong customer service orientation and the ability to interact professionally with clients, landlords, community partners, and staff at all levels.

· Highly organized and detail-oriented with strong time management skills.

· Demonstrated ability to multitask and manage office operations in a dynamic environment.

· Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, and basic website management platforms (e.g., WordPress or Wix).

· Familiarity with internal ticketing and helpdesk systems a plus.

· Excellent verbal and written communication skills.

· Must pass Police and Child Registry background checks.

· Bilingual English/Spanish preferred.

Working Conditions

This is a full-time position, Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job responsibilities demand.

Physical Requirements

While performing the duties of this job, the employee will frequently sit, stand, walk, drive, and reach—prolonged periods of driving, walking, and possible meetings.

Other Duties Statement:

This job description is intended to describe the general nature and work performed by employees but is not a complete list of activities, duties, or responsibilities required of personnel. Furthermore, other commitments, obligations, and actions may change or be assigned at the employer’s discretion. For example, Metropolitan Educational Solutions, LLC is an equal-opportunity employer.

Direct Reports

·       Director of Case Management Services

·       Director of Program Operations