Program Assistant

Program Assistant

The Program Assistant provides ongoing administrative, operational, and data entry support to all program staff. The position helps manage data and quality assurance activities to ensure program services and operations are functioning effectively. This position also supports the program supplies ordering, special requests, and any other non-services related support such as ticketing system, service requests, staff credentialing support, etc.

Primary:

• Reconciles metro card distribution logs, peer stipends, and petty cash.
• Edits and updates service collection documents used within the department.
• Assists with the organization and maintenance of agency records and files.
• Maintains and tracks SEP office and program supply and inventory.
• Records and documents services into the following electronic databases: eShare, AIRS, REDcap, eICare, and physical hardcopies as per contractual agreements.
• Maintains upkeep and operations of the program's donation closet.
• Assists program staff in the completion of quality assurance projects.
• Ensure timely collection of data to be presented at the monthly staff meetings.
• Develops and maintains data forms, satisfaction surveys, and other quality assurance procedures.
• Compiles and analyzes summaries of information that support quality improvement initiatives.
• Participates in advocacy events and direct social actions.

Secondary:

• Conducts periodic off-site visits to collect necessary information, attend meetings, training, and other duties pertaining to the scope of work.
• Assists with onboarding new employees and peer interns.
• Any additional tasks as specified by Program Coordinator.
• Participates in monthly staff and peer worker development meetings.

Other functions that may be required with this position include:

• Provides SEP services and operational program support.
• This staff attends necessary training that are related to the job to enhance and keep updated information.

Education:

• Bachelor's degree in human services, health information technology, health care or another related field with a minimum of one-year experience in non-profit social services work, case management
• OR Associate degree in human services, health information technology, health care or another related field with two years of experience in non-profit social services work, case management
• OR High School Diploma/G.E.D. with five years of qualifying experience in the field of human services, health information or medical services

Competencies:

• Sensitivity to the needs of the homeless population, including families
• Have strong organizational, interpersonal, verbal, and written communication skills
• Self-directed, motivated and able to work independently and as part of a team
• Bilingual in Spanish/English helpful
• Familiar with using various electronic systems including, Eshare, AIRS, eICare, e-ClinicalWorks (e-CW) and other platforms (Microsoft suite including OneDrive).

Essential Physical Demands/ Working Conditions:

• Frequently remaining in a stationary position, often standing or sitting for prolonged periods
• Occasionally moving around to additional worksites
• Occasionally lifting and moving objects up to 25 pounds in ordinary office related tasks.