Program Coordinator, Bethesda Project

Posted by on September 19, 2011

Program Coordinator, Bethesda Project

Posted on: August 31, 2011

NOTE: This postion is located in Philadelphia, Pennsylvania. Relocation assistance is not available for this position. Applicants must be available to interview at our Administrative Offices, no travel reimbursements are available.

The Program Coordinator will devote 100% of his/her time to overseeing the day-to-day operation of the program, employing a harm-reduction approach to work with residents. The Program Coordinator is responsible for all aspects of program operation including: staffing, budget control/monitoring, and coordinating physical plant maintenance.

Supervision of Staff:

Work with Human Resources in the interviewing and hiring process.
Oversee on-site orientation.
Meet weekly with supervisees to offer appropriate supervision and on-going staff development.
Conduct performance evaluation.
Provide adequate scheduling for the program and arrange for substitute coverage as necessary.
Review timecards for accuracy and submit to Human Resources in a timely fashion.
Hold regular meetings to promote communication and team-building while addressing resident needs and house safety.
Oversee use of program log book, including personal daily entries.

Residential Program:

Adhere to Bethesda Project admissions process, including reviewing applications, conducting interviews, and maintaining a current waiting list to ensure program functions at capacity.
Actively communicate with other Bethesda Project entry-level programs to prioritize internal waiting list candidates.
Utilize to maintain current records for program residents, including the creation and termination of episodes, rent statements, volunteer coordination, and activity tracking of the admissions process.
Conduct regular meetings of the residents to encourage their participation in the life of the community and to offer them a forum for their opinions.
Work with internal and external case managers to ensure residents receive highest level of care and advocacy at all times.
Welcome and host visitors, including volunteers.
Plan daily menus, coordinate food acquisition (through OESS, Philabundance, and grocers), and manage safe food preparation.
Maintain inventory and submit order for necessary operating and office supplies.

Physical Plant:

Ensure the overall safety of residents and staff.
Report maintenance needs and repair requests to Physical Plant Manager.
Perform fire drills as required by facility schedule.
Monitor compliance of all L&I regulations regarding the safety and cleanliness of the building.
Conduct regular inspections to maintain a clean and safe environment.

Financial Operations:

Adhere to program budget, reviewing monthly ledger statements with Director of Entry-Level Programs.
Collect monthly living contribution payments and submit timely bank deposits.
Maintain current petty cash records and submit credit card receipts on a monthly basis.

Record Keeping and Reporting:

Document all emergencies, injuries, in-house infractions, etc. using appropriate communication channels.
Submit monthly program report and rent roll report to Director of Entry-Level Programs and Business Manager, respectively.
Manage current files for all residents, working collaboratively with the Case Manager.
Record any in-kind donations on appropriate forms and submit to Development Department.
Attend monthly team leadership meetings.
Participate in monthly individual supervision with Director of Entry-Level Programs.
Provide on-call availability to staff outside of regular business hours, in the event of an emergency.


Attend monthly team leadership meetings.
Participate in monthly individual supervision with Director of Entry-Level Programs.
Provide on-call availability to staff outside of regular business hours, in the event of an emergency.

Bethesda Project reserves the right to revise duties and responsibilities as needed. This job description is not meant to be all-inclusive nor does it constitute a written or implied contract.

In addition to the above, all staff persons are responsible for the following:

Commitment to uphold Bethesda Project’s mission.
Establishing respectful relationships with prospective and current residents.
Maintaining a solid base of knowledge required to do their job, especially where training has been provided.
Familiarity with Bethesda Project’s personnel handbook.
Observing the confidentiality, privacy, and dignity of each resident and staff person.

Physical Requirements:

Ability to climb stairs.

If you are interested in applying for any of the above positions, please include the job title in the subject line and email to: Please format attachments as Word or PDF files.

If you are a person with a disability that impedes your ability to express your interest for a position through our online application process and you require assistance, please contact us at the following number: 215-985-1600. These contact channels are reserved for use by individuals with disabilities who require special accommodations in order to submit an expression of interest in a position with Bethesda Project. Information received through these channels will be forwarded to resources that will provide appropriate assistance, so that disabled applicants are able to participate in the application process

PLEASE NOTE: Effective January 1, 2011: All applicants to Bethesda Project must: demonstrate the ability and understanding to use a Windows-based computer, use a mouse and keyboard and have the ability to navigate web pages. In addition, applicants must possess an active personal email address. Further, applicants will undergo a Criminal History Report, reference and background checks and pre-employment testing (drug screen and/or physical examination).

We regret that we are unable to personally acknowledge receipt of employment inquiries due to the large number of submissions that we receive. No phone calls, please.

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