Program Coordinator

Allies In Hope (formerly AIDS Foundation Houston)

Houston, TX, USA

Full time

US$53-53k (annually)

Healthcare / Non Profit


May 26

This position is primarily responsible the overall coordination of programs under their purview, including fiscal, compliance, services, and personnel management. The Coordinator is also responsible for the coordination of required services, programmatic operations, community involvement, and strategic partners to ensure accurate support for the programs. The Coordinator is responsible for coordinating and implementing all program goals and outcomes in conjunction with the overall agency goals. The Coordinator is directly responsible for leading the coordination of all program activities, directing their teams to ensure maximum benefit to clients/community, accurate spending of funding, high levels of quality assurance and compliance.


CORE COMPETENCIES: Ethical-Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values. Leadership-Exhibits confidence in self and others; inspires and motivates others to perform well; accepts feedback from others; gives appropriate recognition to others. Professionalism-Approaches others in a tactful manner; reacts well under pressure; treats other with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments. Initiative-Volunteers readily; undertake self-development activities; seeks increased responsibilities; takes advantage of opportunities; asks for and offers help when needed. Interpersonal/Communication Skills-Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to new things; manages difficult or emotional situations; responds timely to client needs; solicits feedback to improve service; meets commitments. Oral Communication -Speaks professionally in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings. Written Communication -Writes clearly and informatively; edits work for spelling and grammar; varies style to meet needs; presents numerical data effectively; able to read and interpret written information. Problem solving-Identifies and resolves problems in a timely manner; works well in-group problem solving situations; uses reason when dealing with emotional topics. Judgment-Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.


Coordinates the following programs and/or services

o HOPWA housing programs – Manages the compliance, program development, and implementation of two housing programs located throughout Houston. Local travel required.

o PSH housing programs – Manages the compliance, program development, and implementation of one housing program located within Houston Local Travel required.




Core duties and responsibilities include the following. Other duties may be assigned.



Planning and Implementation

1.      Prioritizes and plans work; uses time efficiently; plans for additional resources; sets goals and objectives.

2.      Create position, program, department, and agency plan, as assigned.

3.      Utilize position and knowledge to add to the development of case management and group services.

4.      Read and implement the agency Strategic, Annual and Departmental plans.

5.      Use calendar to schedule work duties, meetings, and planning activities.


Program Coordination:

1.      Coordinates and conducts organization’s meeting model including problem-solving meetings to discuss program issues.

2.      Oversees coordination of staff, volunteers, and intern scheduling to ensure adequate coverage and service provision.

3.      Coordinates monthly education, recruitment. and outreach activities with facilities/venues/locations and volunteers.

4.      Works with Manager or multidisciplinary team to develop policy and procedures for all aspects of the program that align with overall agency and funder requirements. 

5.      Implements all program services as outlined by the funding source, by the agency logic model, by current trends as outlined by the Manager, the department plan and/or on gaps or barriers presented.

6.      Ensures all aspects of programming is implemented with the agency’s standards of care, quality assurance, and compliance requirements.

7.      Implements weekly/monthly/or quarterly tracking system to ensure the budget, program, and compliance goals are met or adjusted as needed.

8.      Coordinates Quality Management/Quality Assurance activities to ensure program services are meeting participants’ needs and improvements are implemented.

9.      Creates and implements a calendar and tracking system to ensure all required program reports/billing, including but not limited to monthly any fees, payment for services is done timely and correctly.

10.   Ensures regular inspections of property (housing only) and program materials to ensure a safe and healthy living environment.

11.   Ensures the coordination of community testing events for AFH and in collaboration with the City of Houston Health Dept and CDC service providers and other CBO's (prevention only).

12.   Supports staff in creating effective services to ensure all client needs are being met.

13.   Oversees the client grievance process and works to resolve issues within the community and/or programs

14.   Ensures that proper client paperwork is completed timely and within compliance regulations. Works in conjunction with Facilities & Operations Coordinator on all relevant program related operational activities.


Program Compliance Expectations

1.      Understand and implements program /department organizational development to increase efficacy, better services, and outcomes.

2.      Use and ensure the compliance of all protocols as required by funding sources.

3.      Complete and submit timely and accurate documentation; financial/program paperwork, forms, letters, surveys, reports, meeting notes, and all other required correspondence, ensuring it is according to departmental standards.

4.      Expertise in general office practices and procedures and uses them effectively to streamline work.

5.      Report to the program supervisor on the overall successes and issues regarding program.

6.      Through the Quality Management Program look for ways to improve and promote quality; demonstrates accuracy and thoroughness.


Agency Compliance

1.      Consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

2.      Follow instructions; takes responsibility for own actions; keeps commitments; commits to complete additional work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

3.      Read, understand, and follow AFH Policies and Procedures.

4.      Maintain appropriate levels of documents regarding files, reports, correspondence, personnel, and financial paperwork.

6.      Attend meetings as scheduled.

7.      Communicate proactively and professionally with peers and stakeholders through phone and emails.

8.      Follow all regulatory requirements for reporting suspected abuse or neglect.

9.      AFH requires all employees to be vaccinated against COVID-19 within 30 days of beginning service and requires a COVID-19 negative result conducted no more than 72 hours prior to beginning service from an FDA-approved antigen test.



Stakeholder Interactions/Relationships

1.      Form professional relationships with all stakeholders - clients, target populations, donors, volunteers, interns, vendors, and community partners.

2.      Ability to be culturally and linguistically competent in serving the needs of diverse clientele including but not limited to all racial, minority, and ethnic groups, substance abusers, homeless, gay/lesbian, bi-sexual, transsexual, and transgender populations.

3.      Provide professional level presentations to internal and outside groups on homelessness, housing and HIV and AFH services.


Team Relationships

1.      Balances team and individual responsibilities; exhibits objectivity and openness to others’ views.

2.      Gives and welcomes feedback.

3.      Act respectfully and supportively towards other team members efforts.

4.      Work as a highly cooperative member of the AFH staff and volunteers to accomplish agency and departmental goals.

5.      Accept responsibility and willingness to be accountable by not blaming others for work product or issues.


Supervisory Responsibilities (if supervises staff)

All aspects of responsibilities must be in accordance with the organization's policies and applicable laws.

1.      Responsible for the overall coordination, implementation, and evaluation of assigned employees.

2.      Effectively manage team to ensure completion of work, high level of cooperation, and integration with other departments.

Directly supervises assigned staff, interns, and volunteers.

3.      Provides general supervision and guidance for all staff, interns and volunteers

4.      Responsible for interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees.

5.      Address and manage employee complaints and team/employee issues.

6.      Uses staff in planning, decision-making, facilitating, and process improvement.

7.      Develops subordinates’ skills and encourages growth.

8.      Continually works to improve supervisory skills.


Level of Education: Bachelor's degree (B.A.) from four-year college or university in the social science fields, preferred; and two years related experience in related field.


Work Experience: With less than a bachelor’s five or more years of progressive program coordination and supervisory duties with a record of producing results. Data entry, program development, and strong administrative skills required.


Additional Requirements: NA


Computer Skills: To perform this job successfully, an individual should have basic proficiency in database software; Internet software; Spreadsheet software and Word Processing software. Knowledge and experience in database development and/or data management, preferably in a nonprofit setting.


Language Skills: Ability to read and write at a professional level: to read, analyze, and interpret and implement general business documents, professional journals, technical procedures, or governmental regulations and write reports, business correspondence, and procedure manuals. Ability to gather data, analyze information and interpret information to build useful and required reports or presentations. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.


Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to adapt a budget into a tracking form and understands the basics of a budget.


Reasoning Ability: Ability to prioritize multiple tasks by using reasoning to determine priorities. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.



The physical demands described here are representative of those that must be met by an employee to perform successfully 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 is regularly required to talk or listen. The employee is frequently required to sit. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

1.      Ability to perform routine bending/stooping while filing and performing office/outreach duties.

2.      Ability to perform routine twisting/reaching while working at computer/desk and performing office/outreach duties.

3.      Ability to perform routine walking/standing during course of day and while performing office/outreach duties.

4.      Ability to hear and speak well enough to converse over telephone and while performing education and outreach duties 100% of the time.

5.      Ability to see well enough to use computer efficiently and read computer reports and correspondence 100% of the time.



The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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Allies In Hope (formerly AIDS Foundation Houston)

The first AIDS Service Organization in Texas; providing housing, food, testing, and prevention education for thirty years.