Program Assistant, Housing

GMHC

. Support the operational effectiveness and administrative systems of GMHC’s Housing Services division .

Posted 10/2/2026full-timeNew York City • New York • United StatesMid-LevelSenior💰 $50,000 - $55,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and time management skills, with proficiency in data entry and compliance tasks. Capable of providing administrative support in housing services while effectively collaborating with interdisciplinary teams and working with vulnerable populations.

Highest-signal resume keywords

Nonprofit Administrative ExperienceData Entry and ManagementFamiliarity with AWARDS and HASA WebBilingual English/Spanish SkillsStrong Documentation and Compliance Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Data EntryProgram CoordinationMicrosoft ExcelMicrosoft Office SuiteDocumentation ReviewCompliance ManagementSpreadsheet ManagementRent ProcessingAudit ReadinessClient Disbursement Preparation

Soft Skills

Organizational SkillsTime ManagementWritten CommunicationVerbal CommunicationActive ListeningEmpathy

Tools & Technologies

AWARDSHASA WebMicrosoft ExcelMicrosoft Office SuiteOnline Portals for HRA, DOHMH, HUD

Industry Keywords

Public AdministrationSocial ServicesSupportive HousingLGBTQ+ CommunitiesVulnerable PopulationsHIV/AIDSMental Health ChallengesNonprofit AgenciesPublic-Benefit SystemsHousing-Support Processes

About the role

Key responsibilities & impact

Support the operational effectiveness and administrative systems of GMHC’s Housing Services division
Provide administrative support for program reporting requirements and documentation reviews to assist with audit readiness
Maintain housing-related systems such as AWARDS and HASA Web for data entry and compliance tasks
Prepare documents and track funder-related data for HRA, DOHMH, HUD, and other funding sources
Maintain census logs, rent ledgers, and occupancy reports
Collect and process rent checks for housing programs
Prepare and maintain spreadsheets tracking rent payments and arrears
Order and maintain office supplies and apartment furnishings
Order and distribute food cards, gift cards, and MetroCards
Take accurate meeting minutes for Housing team meetings
Assist with special projects and related duties assigned by the supervisor
Prepare utility stipend checks and distribute client disbursements
Track monthly and daily MetroCard distribution for case managers and clients
Assist with invoices and expense documentation
Serve as a triage point for drop-in clients needing administrative support
Provide timely assistance or redirect clients to appropriate Housing staff
Collaborate with case managers, administrative staff, and program leadership under the Senior Director, Housing
Support audit readiness, compliance, and responsive housing services for vulnerable and historically marginalized communities

Requirements

What you’ll need

Strong organizational and time management skills with keen attention to detail
Ability to work independently and collaboratively in a fast-paced environment
Excellent written and verbal communication skills
Exceptional active listening skills
Experience working with vulnerable populations, including individuals with HIV/AIDS, substance use disorders, and mental health challenges
Ability to work effectively and efficiently within an interdisciplinary team
Empathy and understanding when performing duties
Bachelor's degree in Public Administration, Social Services, or related field required
Minimum of five (5) years of relevant nonprofit administrative experience, including program coordination or a similar administrative role
Prior experience working with supportive housing, LGBTQ+ communities, individuals impacted by HIV/AIDS, or other marginalized groups strongly preferred
Background working with nonprofit agencies or LGBTQ+ communities and/or people living with HIV highly desirable
Experience working with historically marginalized communities desirable
Bilingual English/Spanish skills are a strong plus
Intermediate proficiency in Microsoft Excel, including spreadsheets, formulas, pivot tables, and data validation
Basic proficiency in Microsoft Office Suite: Outlook, Word, and PowerPoint
Familiarity with AWARDS, HASA Web, or similar client record systems
Data entry and management for contract deliverables
Familiarity with government and public-benefit systems and online portals related to HRA, DOHMH, and HUD programs
Understanding of public-benefit and housing-support processes and documentation requirements
Strong documentation and compliance skills
Confidentiality and compliance with HIPAA and data privacy standards
Required presence in GMHC offices for rent processing, client walk-ins, supply distribution, team meetings, training, and data entry/documentation
Minimal travel and occasional ability to transport supplies or documentation, with lifting typically up to 20 pounds

Benefits

Comp & perks

Hybrid work arrangement with occasional remote-work flexibility subject to supervisor approval and program needs
Participation in the annual AIDS Walk New York event
Inclusive, racially and gender-diverse workplace environment
Opportunity to contribute to equity and social justice within the community