CalFresh Community Works Program Coordinator

TITLE: CalFresh Community Works Program Coordinator

STATUS: Full-time, Non-Exempt

DEPARTMENT: CalFresh Community Works Program (CCWP)

BENEFITS: Yes

REPORTS TO: CCWP Program Manager

LOCATION: San Francisco

SUPERVISES: N/A

POSITION SUMMARY:

The CalFresh Community Works Program (CCWP) Coordinator is responsible for coordinating day-to-day participant activities and supporting routine operations of Project Open Hand's CalFresh Community Works Program. The Coordinator serves as the primary point of contact for participants throughout their program experience and works collaboratively with Volunteer Services, Host Site Departments, community partners, and internal staff to support successful participant engagement, skill development, and program completion.

The Coordinator provides day-to-day participant guidance and support, onboarding support, placement coordination, progress monitoring, documentation management, and compliance support. This position plays a critical role in supporting participant engagement, achievement of program objectives, adherence to program requirements, and successful completion of CCWP activities while maintaining accurate records and supporting reporting and reimbursement processes in accordance with established program policies and procedures.

QUALIFICATIONS REQUIRED:

• Minimum three (3) years of experience providing similar services, including coordinating multi-site or partner-based community service, workforce development, volunteer, or participant-based programs.
• Demonstrated experience in participant services, volunteer coordination, workforce development, social services, customer service, community engagement, or a related field.
• Experience maintaining databases, tracking participant information, and maintaining accurate records.
• Experience maintaining documentation and supporting reporting activities within databases and program management systems.
• Strong organizational and time-management skills with the ability to manage multiple priorities and competing deadlines.
• Excellent verbal, written, and interpersonal communication skills.
• Demonstrated ability to work effectively with individuals from diverse backgrounds, experiences, needs, and abilities.
• Strong customer service skills, attention to detail, and ability to maintain confidentiality.

QUALIFICATIONS DESIRED:

• Associate's or Bachelor's degree in Human Services, Social Work, Workforce Development, or a related field; equivalent combination of education and relevant work experience considered.
• Experience working with workforce development, CalFresh, volunteer engagement, public benefits, or community-based programs.
• Working knowledge of Salesforce and/or similar client, volunteer, or program management databases.
• Experience supporting grant-funded programs and program performance tracking.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Bilingual proficiency in Spanish, Mandarin, Cantonese, Vietnamese, or Tagalog preferred.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Participant Operations & Coordination

• Coordinate day-to-day participant activities and support routine CCWP program operations.
• Provide day-to-day guidance, coaching, and support to CCWP participants, including assignment monitoring, workplace conduct guidance, attendance review, and issue resolution in accordance with established program procedures.
• Monitor participant attendance, participation, and engagement; identify concerns and communicate recommendations to the CCWP Program Manager in accordance with program policies.
• Build positive working relationships with participants to support successful engagement, retention, and program completion.
• Communicate program expectations, requirements, schedules, and updates to participants.
• Provide supportive coaching and guidance to help participants develop workplace skills, address barriers to participation, and achieve individual program goals.
• Serve as a resource to participants and facilitate referrals to internal and external support services when appropriate.

Enrollment, Orientation & Training

• Coordinate participant onboarding, orientation, enrollment support activities, and readiness preparation.
• Facilitate participant orientations, trainings, informational sessions, and program briefings.
• Ensure required participant documentation is collected, maintained, and appropriately recorded within designated systems.
• Support participants in understanding program requirements, workplace expectations, safety practices, and agency policies.
• Coordinate with internal departments and community partners to support participant readiness and successful placement.

Placement Coordination & Host Site Support

• Coordinate participant referrals and placements with Volunteer Services, Host Site Departments, and community partners.
• Serve as a liaison among participants, Volunteer Services, Host Site Departments, and community partners.
• Coordinate participant schedules and support successful placements.
• Monitor participant placements and assist in resolving placement, scheduling, attendance, and engagement concerns.
• Maintain collaborative working relationships with internal departments and community partners to support program operations and participant success.

Progress Monitoring & Documentation

• Monitor and document participant progress toward established service and outcome objectives.
• Maintain accurate participant case notes, attendance records, participation history, and outcome documentation.
• Track participant engagement milestones, service activities, and program outcomes.
• Review participant attendance, service activity, and outcome data to support program performance monitoring and continuous improvement efforts.
• Enter, maintain, and reconcile participant records in Salesforce, Launchpad, and other required systems.
• Prepare and maintain documentation necessary to support internal reporting, reimbursement activities, program evaluation, monitoring activities, and audits.
• Identify barriers to successful participation and communicate recommendations to the CCWP Program Manager regarding strategies to support participant engagement and completion.
• Assist with the collection, organization, and verification of participant data required for performance measurement and program reporting.
• Coordinate participant completion and closure activities, including final documentation, outcome recording, and stakeholder communication.

Incident Response & Compliance Support

• Respond to participant, volunteer, and workplace incidents in accordance with agency policies and procedures.
• Complete required incident documentation and coordinate appropriate follow-up actions.
• Communicate incident information to appropriate stakeholders and escalate concerns as necessary.
• Support compliance with CalFresh Community Works Program requirements, San Francisco Human Services Agency requirements, grant requirements, and agency policies through accurate documentation, record maintenance, and adherence to established procedures.
• Monitor participant attendance, participation, and adherence to program expectations, requirements, and assigned activities.
• Escalate participant concerns, safety issues, and compliance matters to the CCWP Program Manager when appropriate.

Program Administration & Reporting

• Support program reporting, data collection, and performance tracking activities.
• Assist in compiling reports and supporting documentation required by funders, agency leadership, and regulatory agencies.
• Participate in department meetings, training activities, process improvement initiatives, and program planning efforts.
• Support the development and maintenance of program resources, forms, participant materials, and operational procedures.
• Maintain confidentiality of participant information and agency records in accordance with applicable policies and regulations.
• Perform other related duties as assigned.

POH COMPETENCIES:

• Team Player: Demonstrates cooperative spirit, respects professional boundaries, and is successful at sharing responsibilities with others.
• Self-led: Knows and completes responsibilities within assigned timelines and seeks clarification when needed.
• Open-Minded Collaborator: Understands that worthy goals are achieved through patience and perseverance, focusing on solutions and shared objectives. Works effectively with colleagues, participants, community partners, and stakeholders to achieve positive outcomes.
• Customer Oriented: Works effectively with internal and external stakeholders, promotes a positive image of the agency, and works diligently to resolve issues.
• Poised: Maintains a calm, positive, and constructive attitude when interacting with diverse populations, including in challenging situations.
• Ethical: Honest, accountable, and maintains confidentiality.
• Well Organized: Maintains organized and accessible information, manages time effectively, and ensures accurate recordkeeping.
• Strong Communicator: Demonstrates excellent verbal and written communication skills.
• Technical Savvy: Skilled with computers and job-related technology, learns new systems quickly, and uses technology to enhance performance.
• Detail Oriented: Meticulous and thorough when entering, reviewing, maintaining, and reporting participant information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: This position works primarily in an office and program environment and regularly uses standard office equipment and computer systems. Duties require frequent communication and interaction with participants, staff, host site personnel, community partners, and external agencies and may include facilitating meetings, orientations, and trainings. The position requires moving throughout Project Open Hand facilities and occasional travel between work locations as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.