Director of Housing Council Operations

Summary Purpose for the Position

This position provides direct administrative and operational management support to the Executive Director of The Housing Council at PathStone and supports coordination of housing counseling and administrative functions across PathStone’s multi-site Housing Counseling program. PathStone’s Housing Counseling programs operate across multiple counties and locations in New York, Indiana, Pennsylvania and Puerto Rico and are funded through federal, state, and local sources.

The Director of Housing Council Operations plays a key role in supporting program coordination, financial processing, board governance, communications, and administrative operations. This position serves as a central liaison across departments and locations and may represent the Executive Director in internal and external settings, as assigned.

Requirements (Education, Experience, Certification, Knowledge, Skill)

High school diploma required with 5–7 years of progressively responsible experience in nonprofit administration, program operations, communications, or a related field; associate or bachelor’s degree preferred.

Strong written and verbal communication skills with demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), database systems, and communication platforms such as Constant Contact, Eventbrite, and social media tools; Canva or similar design experience preferred.

Experience supporting financial management functions including expense tracking, budget monitoring, financial processing, reconciliation, and strong Excel proficiency.

Ability to manage multiple priorities, coordinate across departments and locations, and support operational workflows in a fast-paced, multi-program environment.

High ethical standards include confidentiality, professionalism, diplomacy, and sound judgment.

Experience working in the nonprofit sector and/or with government-funded programs preferred; housing counseling or community development experience preferred.

Bilingual English/Spanish preferred.

Prior experience supervising staff or coordinating team workflows preferred.

Position Responsibilities

Executive & Multi-Site Operational Support

Provide direct administrative and operational support to the Executive Director, including scheduling, meetings, communications, and organizational priorities.

Coordinate housing counseling activities across multiple program locations as directed.

Serve as a central coordination point for administrative functions across Rochester, Canandaigua, Batavia, and other locations.

Represent the Executive Director in internal and external meetings as assigned.

Board & Administration

Serve as primary liaison for board activities, including scheduling, communications, preparation of materials, and maintenance of official records.

Prepare and maintain board meeting minutes and documentation alignment with record retention policies.

Coordinate logistics for board and committee meetings.

Communications, Outreach & Advocacy Support

Coordinate internal and external communications including website updates, marketing materials, social media content, and outreach campaigns.

Support community engagement and outreach efforts to promote program participation and organizational visibility.

Assist with drafting communications supporting advocacy and stakeholder engagement.

Program & Event Coordination

Coordinate workshops, training, and community events across multiple counties and sites, including registration systems and communications.

Maintain accurate attendance records, reporting data, and required documentation; data entered within 48 business hours of events.

Manage Eventbrite and related systems including registrations, cancellations, refunds, billing, and reporting.

Office Management & Administrative Operations

Serve as office manager for The Housing Council at PathStone.

Coordinate mail, supplies, IT, and facility-related needs.

Maintain document management systems, contact lists, and internal communications across sites.

Ensure efficient daily administrative operations.

Financial Processing & Administrative Support

Prepare, code, review, and track invoices, expenses, and financial documentation across program sites.

Support financial processing for Canandaigua and Batavia locations.

Perform credit card reconciliation support for the Executive Director and Senior Vice President of Housing Services.

Maintain expenditure tracking systems and supporting documentation for audits and reporting.

Supervision & Staff Coordination

Supervise and coordinate front desk and intake staff, including scheduling, onboarding, training, and performance feedback.

Promote consistent administrative practices and high-quality customer service across sites.

Data Management & Compliance Support

Maintain accurate and timely data entry in client management systems including EHome, CMS, class participation, and apartment listings.

Support compliance with federal, state, and local funding requirements.

Assist in preparation of funder and internal reports.

Department of Human Services (DHS) Inspections

Manage booking site and inspection schedules.

Conduct inspections via Teams.

Complete inspections in the FM database.

Submit completed inspections directly to DHS.

All other duties as assigned.

Working Conditions/Environment

Works Monday–Friday with occasional evening or weekend assignments. Routine use of computers and standard office equipment. May lift and handle office materials. Limited local travel may be required.

The following physical demands are representative of those required:

Sit – up to 6 hours in a regular workday

Stand – 4–6 hours in a regular workday

Climb – 1–2 hours per day (includes stairways)

Lift up to 40 pounds as needed

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Transportation Requirement

Position requires automobile, driver’s license and insurance.

Last Updated: 4/13/2026