Shelter Program Coordinator (KES)

Jun 04 2024
HOPE Services Hawaii, Inc. |Hilo|Full Time, $47,840 - $62,840 / year
Job Description

Status: Exempt                                                                         Reports To: Director of Operations

HOPE Services Hawaii is seeking a Shelter Program Coordinator who supervises the Shelter Team at Keolahou Emergency Shelter and safety monitors at Hale Kulike. The Shelter Program Coordinator will ensure the provision of a warm and welcoming shelter environment of hospitality through effective day-to-day leadership and coordination of the housing facilitators and housing navigator case management teams' efforts in delivering services to HOPE Services Hawaii shelter guests. Coordinates with the Director of Operations to develop and administer the policies and procedures that impact the health, safety, and welfare of all HOPE Services Hawaii guests and visitors (donors, volunteers, etc.) at the designated service location. The Shelter Program Coordinator works in partnership with other programs internal to HOPE Services, including Housing navigator programs, housing, medical services, and employment. The Shelter Program Coordinator will collaborate with medical staff, guests, interns, and RNs from HOPE Services clinics to recognize and ensure referrals and proper follow-up services are provided to sheltered homeless individuals requiring medical attention once enrolled within Keolahou Emergency Shelter. Works in collaboration with psychiatrists and other staff to ensure identification of mental health needs, diagnoses, and linkage to access medications and medical appointments to support their medication adherence and success for homeless individuals.


Essential Functions

  • Demonstrate excellent customer service consistent with the standards contained in the organization's Vision, Mission, and Values.
  • Monitors programs and departments' progress in meeting goals and objectives.
  • Ensures program compliance as required by program-specific initiatives
  • Advocate for guests who receive low VI-SPDAT scores to receive scoring reflective of their actual vulnerability.
  • Maintains occupancy report rosters and conducts quality assurance of participant records and service utilization.
  • Serves as program contact with funders and generates program reports. Includes but not limited to VI-SPDAT score results. Prepares the necessary statistical reports as required
  • Ensures Sentinel Event Procedures are adhered to per CARF requirements
  • Provide support to the shelter team with HOPE Services and other partnering providers' housing department staff, ensuring that homeless individuals who are appropriate have initiated the application and qualifying process for applications for entrance into appropriate housing
  • Ensure and maintain documentation records meet standards and are done in a timely manner as required by HOPE Services and funding sources in accordance with all federal, state, and local laws
  • Ensure that the shelter housing navigator's efforts are properly documented in a timely manner by the team and provide other data and information as requested to support reporting and data collection. Complete vulnerability assessments and other clinical screening tools as requested
  • Conducts and documents individual supervision with Keolahou shelter staff and Hale Kulike safety monitors, including field supervision, minimally twice per month.
  • Works in collaboration with HOPE Services and other partnering providers' housing department staff, ensuring that homeless individuals who are appropriate have initiated the application and qualifying process for applications for entrance into appropriate housing.
  • Facilitates and documents weekly shelter team meetings and group supervision activities.
  • Monitor and approve budgets, supply requisitions, repair orders, and equipment usage by staff; ensure that expenses align with department budgets.
  • Mentor, support, and provide timely coaching and training of the Housing Facilitators and Housing Navigators case management teams to ensure quality service and care for HOPE Services Hawaii guests.
  • Ensure all intakes, exits, and documentation and the VI-SPDAT as part of Coordinated Entry are accurately inputted into all systems of record, including but not limited to HMIS; ensure IRs (incident reports), emergency situations that arise with police, fire, or ambulance have been contacted are documented. 
  • Maintain an environment of excellent customer service and ensure Crisis Prevention Intervention techniques (CPI) are used to diffuse situations in a non-violent manner.
  • Ensure a safe working environment and facilitate emergency procedures including but not limited to situations involving fires, evacuations, use of 911 emergency services, first aid, CPR, drills and codes, etc.
  • Ensure the shelter premises are clean and the environment is free from safety/health hazards; schedule repairs and report potential hazards or dangerous Maintenance Dept.
  • Assists with meal coordination with HCEOC or HOPE's meal coordinator to ensure that the veterans and shelter guests receive meals.
  • Perform other duties and accept responsibilities as assigned.
  • Other Duties:
    • Liaise and nurture relationships with neighboring businesses/homes to ensure the safety of guests and the community. 
    • Support and work collaboratively with outside partners to ensure the consistent delivery of services to guests.
    • Facilitate or ensure the facilitation of in-house meetings with program staff, the approval of guest appeals late entries by guests, and provide oversight of the volunteers of the In-house Program when applicable. 
    • Attend all mandatory trainings, general staff, and department meetings when directed. 
    • Performs other duties and accepts responsibilities as assigned

Work Environment:

  • This job operates island-wide in a professional office environment and within the community. Temperatures may vary as the position moves from air-conditioned (AC) to open air/non-AC areas, community. Some contact to persons served, including but not limited to those affected by domestic violence, child abuse, substance abuse, mental illness, ex-offenders, and the medically fragile. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Mental and physical Demands

  • The position requires adaptability, the ability to work under pressure, and strong communication skills to resolve conflict and foster collaboration across teams. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, and use hands to reach. Occasionally lift, bend, stoop, push, and pull up to 20 pounds.


  • Leadership
  • Strategy/planning/project management
  • Communication
  • Conflict Management
  • Outcomes/Customer Oriented
  • Teamwork

                                                                                                                                                                      Required Knowledge/Skills/Abilities:

  • Knowledge of homelessness and the issues associated with it, mental health, and substance abuse issues. 
  • Strong communication, interpersonal, and written communication skills with an emphasis on conflict resolution. 
  • Ability to oversee budgets and reporting.
  • Possess personal qualities of integrity, patience, and commitment to mission.
  • Flexible and able to multitask; can work within an ambiguous, fast-moving environment.


Minimum Qualifications:

  • High School Diploma and three years of experience serving vulnerable and challenged individuals
  • An Associate's Degree or higher, preferred but not required
  • Strong computer skills; able to navigate Google email, Microsoft applications, and databases
  • A strong ability and inclination to work independently, as well as working as a team
  • Current safety check, registration, and insurance with clean traffic abstract
  • Ability to work occasional evening and weekend shifts

Physical Demands:

Candidates must display and/or demonstrate the ability to:

  • Duties require walking and standing for approximately 90% of the day. Sitting for approximately 10%
  • Manual dexterity is required to operate various kitchen appliances and equipment.
  • Ability to lift, carry, pull, and/or push items up to 50 lbs. pounds at a time and for short distances. Such motions may include reasonable bending, stooping, reaching, and twisting.
  • Standing and walking.
  • Fast-paced environment

Annual Starting Salary range: $47,840.00/yr-$62,840.00/yr