River Valleys CoC / Southwest Minnesota CoC - Operations Coordinator

Project Team: River Valleys CoC/Southwest MN CoC
Reports to: River Valleys CoC Director
Primary Office Location: Personal residence within River Valleys CoC region or Southwest MN CoC region
Hours: Standard business hours
Status: Part-time (20-24 hours per week), Non-Exempt
Hiring range: $25-30/hour
Position range: $25-40/hour

Position Summary

The Operations Coordinator provides essential operational, administrative, and logistical support to the regional Continuum of Care networks of River Valleys CoC (Southeast) and Southwest Minnesota CoC. This role ensures smooth day-to-day operations by managing critical communications, coordinating stakeholder meetings, and maintaining compliance timelines. Additionally, the Coordinator plays a vital role in gathering and organizing materials from internal and external partners that participate in Coordinated Entry, host CoC events, act as a subgrantee for CoC projects, and submit applications for federal (HUD), state, and local funding requests.

Essential Functions

Communications & Stakeholder Engagement (30%)

• Serve as primary liaison to CoC board members, committees, partner agencies, and other stakeholders.

• Draft and distribute newsletters, policy updates, meeting recaps, funding announcements, press releases, and other communications.

• Maintain the CoC website, public dashboards, contact lists, and digital resources.

• Monitor the general CoC inbox; respond to, route, and follow up on inquiries.Publish required notices for funding, governance, policy, events, and other CoC activities.

Meeting, Calendar, & Event Management (20%)

• Schedule and coordinate CoC membership, board, committee, workgroup, and staff meetings.

• Maintain public and organizational calendars, including grant deadlines, monitoring visits, and key dates.

• Prepare agendas and meeting materials; coordinate in-person, virtual, and hybrid logistics and accessibility.

• Record minutes and attendance; track action items; maintain governance and compliance records.

Funding Competition Support (10%)

• Collect, review, and track applications and required materials for annual HUD and state funding competitions.

• Maintain application forms, instructions, checklists, and trackers; monitor deadlines and incomplete submissions.

• Support the Project Performance and Review Committee by coordinating schedules, presentations, score sheets, and required forms.

• Verify notice requirements and prepare collaborative application materials for submission.

Program Support (35%)

• Maintain Coordinated Entry partner agreements and program records.

• Review and reconcile subgrantee invoices and matching-fund records for accuracy and compliance.

• Review and reconcile payments for stipends and direct assistance funds.

• Provide administrative support to Coordinated Entry committees and system leads.

Compliance, Records, & Administrative Support (5%)

• Maintain governance, policy, confidentiality, conflict-of-interest, and compliance records.

• Organize and audit SharePoint and other approved systems to support operations and monitoring readiness.

• Onboard staff to Microsoft Teams, SharePoint, Zoom, and other organizational systems.

Other duties as assigned.

Qualifications & Skills

• Experience: 1–3+ years of experience in administrative support, office operations, orprogram coordination, ideally within a housing authority, social services agency, or a CoC network. Preferred experience includes maintaining program records, reviewing and reconciling invoices and payments, tracking matching-fund documentation, and coordinating funding application materials and deadlines. Equivalent education in public administration, nonprofit management, communications, urban/rural planning or a related field may substitute for experience.

• Technical Skills: Highly proficient with productivity suites (Google Workspace/Microsoft 365), including spreadsheets for invoice and payment reconciliation, application tracking, and deadline management; shared calendars for scheduling; and Microsoft Teams and SharePoint for collaboration and records management. Proficient with virtual meeting hosting software (Zoom/Teams), communications services (MailChimp), and basic web management tools to support accessible meetings, stakeholder communications, website updates, and public dashboards. Experience with the Homeless Management Information System (HMIS) is a plus.

• Core Competencies: Strong organizational skills to coordinate meetings, maintain accurate records, manage competing deadlines, and follow up on action items. Clear written communication for newsletters, notices, agendas, and meeting minutes, and effective interpersonal communication with board members, committees, partner agencies, and other stakeholders. Meticulous attention to detail and numerical accuracy when reviewing applications, invoices, matching-fund records, and payments. Ability to protect confidential information and maintain confidentiality and conflict-of-interest records.

• Physical Requirements:

  • Standing – Approximately less than 1/3 of on-the-job time

  • Walking – Approximately less than 1/3 of on-the-job time

  • Sitting – Approximately greater than 2/3 of on-the-job time

  • Reaching with hands and arms – Approximately between 1/3 and 2/3 of on-the-job time

  • Stooping, kneeling, crouching, or crawling – Approximately less than 1/3 of on-the-job time

  • Talking or hearing – Approximately greater than 2/3 of on-the-job time

  • Weight lifted/force exerted – An average of approximately up to 10 pounds, non- continuously, Physical requirements listed are primarily applied to ability to lift and move paper supply, files, etc.

  • Vision – Close vision (clear vision at 20 inches or less)

  • Driving – Approximately less than 1/3 of on-the-job time

Other Requirements

• A valid driver’s license and proof of current automobile insurance

• Reliable, non-public internet access

• Occasional travel within the 38-county region

• Occasional in-state and out-of-state travel for professional conferences/training (less than one week for each occurrence)

How To Apply

To apply for this position, upload two items: 1) your résumé and 2) a short letter describing why you are interested in this position to Southern Minnesota homelessness response efforts. Incomplete applications will not be considered. Initial application reviews will begin November 23, and interviews will begin December 1, 2026.