Program Manager, Housing Intake Services

Position:  Program Manager of Housing Intake Services

Department: Housing 

Reports to:  Director of Housing Intake Services

Status: Exempt, Full-Time, Management

SUMMARY

The Program Manager of Housing Intake Services will support the Director of Housing Intake Services in overseeing referrals to housing programs and assist with managing the intake process for individuals referred to our housing programs. The Program Manager of Housing Intake Services will be an internal resource who is knowledgeable about the housing application process including eligibility for various vouchers and subsidies as well as appropriate documentation required for each application. In order to promote efficient lease-up processes, the Program Manager of Housing Intake Services, under the direction of the Director of Housing Intakes Services will collaborate with housing developers, property management companies, housing authorities and subsidy administrators (HACLA, HACoLA/LACDA, and Brilliant Corners), along with community partner agencies.

Essential Duties and Responsibilities     

1. In partnership with the Director of Project-based Housing, provide leadership to all Project-based Housing Department staff to ensure that they are familiar with the intake process, required resource eligibility screening, assessment documentation, and housing application paperwork.

2. Develop and maintain program and site-specific matrices to track the application process, eligibility outcomes, and lease-up targets.
3. Coordinate with the specific housing developer, DHS, and housing subsidy providers for each project-based site to schedule weekly planning calls 3 to 6 months prior to lease-up.
4. Create lease-up schedule to monitor progress to ensure that staff and clients are notified of deadlines and associated appointments to ensure that lease-up of each site is completed within timeline designated by the housing developer.
5. Ensure outreach, intake, and assessment progress notes are completed for all referrals to project-based sites within timeline specified in DHS Housing for Health Intensive Case Management Services statement of work.
6. Oversee communication of weekly updates to services staff based on information provided during weekly collaborative calls.
7. Organize and maintain all housing referral information and intake paperwork.
8. Screen newly referred clients to ensure they meet eligibility requirements.
9. Enter referrals into DHS database (CHAMP) and LAHSA database (HMIS, RMS) in a timely manner.
10. Act as primary liaison between client, case management team, property management and housing authority to mitigate barriers to eligibility.
11. Review housing subsidy / voucher applications (HACoLA/LACDA, SMHA, HACLA and Brilliant Corners) and property management applications to confirm accuracy and completion and audit files to ensure access to required supportive documentation. 
12. Ensure that non-eligible clients have documentation supporting determination of ineligibility and that they are referred back to appropriate alternative services.

14. Ensure accurate data entry needed for all reporting requirements and outcomes.
15. Provide on-going training to housing case management staff during initial referral, intake, and lease-up phase.
16. Provide supervision and oversite to staff as directed by supervisor.
17. Ensure accurate data entry needed for all reporting requirements and outcomes. 
18. Oversee creation of initial individual client physical chart development to ensure appropriate file maintenance for audit purposes. 
19. Use a client-centered approach that includes Motivational Interviewing, Harm Reduction, and Trauma-Informed Care principles.
20. Provide oversite regarding hiring and ensure Diverse and Equitable hiring practice to appropriately reflect the diversity of the population served.
21. Ensure that all Annual Reviews for any direct reports are completed in a timely manner.
22. Maintain client confidentiality at all times and follow HIPAA laws as well as other applicable state or local laws.
23. Ensure adherence to all agency, department, and program policies and procedures.
24. Other duties as assigned.

Qualifications

1. Bachelor’s degree and 2 years’ equivalent experience providing housing retention services with homeless individuals living with mental illness and/or substance addictions or equivalent experience.
2. Able to work in a high tolerance Harm Reduction environment.
3. Valid driver’s license, reliable car, auto insurance, and an acceptable driving record.
4. Knowledge of the multiply housing subsidy types, housing application process, and eligibility requirements as well as familiarity with HMIS and excel preferred.

WORK ENVIRONMENT

1. Combination of field and office environment

2. Regularly required to sit, stand, bend and occasionally lift or carry up to 35 pounds

2. On occasion walk, drive or transit to different local sites

4. Will necessitate working in busy and loud environments
5. Will be exposed to elements like cold, heat, dust, noise, and odor
6. May need to bend, stoop, twist, and sit throughout the day