Program Support Specialist

POSITION OVERVIEWDiversion Hub serves justice-involved individuals in Oklahoma, Canadian, and Cleveland Counties by uniting multiple support agencies under one roof. Through coordinated services, we provide resources that stabilize lives and reduce involvement in the criminal legal system.RESPONSIBILITIESThe Programs Support Specialist provides administrative and operational support across Diversion Hub programs. This position plays a critical role in ensuring program staff and leadership have the coordination, organization, and logistical support necessary to effectively serve clients and community partners. The Programs Support Specialist serves as a central point of coordination for scheduling, documentation, task management, communication, and program operations while maintaining a high level of accuracy, professionalism, and attention to detail.Demonstrating expected values and promoting the mission of the organization.Providing administrative support to program staff and leadership team members.Coordinating calendars, meetings, appointments, trainings, and events across multiple programs and departments.Preparing meeting agendas, taking detailed meeting notes, documenting action items, and distributing follow-up communications.Tracking assignments, deadlines, deliverables, and ongoing projects to support accountability and timely completion of tasks.Maintaining organized records, files, reports, and documentation in accordance with agency policies and procedures.Assisting with the preparation, review, and distribution of program documents, reports, forms, and correspondence.Supporting data entry, quality assurance, and record maintenance within Salesforce and other organizational systems.Coordinating communication between program staff, leadership, community partners, and external stakeholders.Assisting with logistics and planning for program activities, trainings, staff meetings, and special events.Monitoring shared inboxes, requests, and internal communications to ensure timely responses and follow-up.Identifying process improvements that increase efficiency, organization, and effectiveness across programs.Maintaining confidentiality of client, staff, and organizational information.Submitting all required reports and documentation timely and accurately.Attending all staff development, trainings, and meetings as required.Any other duties within the scope, spirit, and purpose of the job and/or organizationEDUCATION AND EXPERIENCEBachelor's degree preferred.2 to 5 years of experience in administrative support, project coordination, office management, nonprofit operations, program support, or a related field.Experience supporting multiple staff members, departments, or projects simultaneously preferred.ADDITIONAL JOB REQUIREMENTSClearance of background check.Must have reliable transportation for occasional meetings, trainings, and events.Valid driver's license and insurance on motor vehicle in accordance with state law and agency requirements.QUALIFICATIONS OF THE IDEAL CANDIDATEExceptional organizational skills and strong attention to detail.Ability to manage multiple priorities and competing deadlines with accuracy and professionalism.Strong written and verbal communication skills.Demonstrated ability to coordinate schedules, meetings, projects, and follow-up tasks.Ability to work independently while maintaining strong collaboration with team members.Excellent note-taking, documentation, and record-keeping abilities.Strong problem-solving skills and ability to anticipate needs before they arise.Ability to maintain confidentiality and exercise sound judgment.Comfortable working in a fast-paced environment with frequent interruptions and shifting priorities.Passion for supporting mission-driven work and serving individuals impacted by the criminal legal system.A positive, professional, and service-oriented approach to internal and external relationships.A welcome attitude to constructive criticism of their work.Ability to create and maintain systems that improve organizational efficiency and effectiveness.COMPUTER EQUIPMENT AND SOFTWARE REQUIREMENTSIntermediate to advanced computer, mobile device, and internet skills with knowledge of software programs including but not limited to:Windows and Microsoft Office ProductsOutlook Calendar and Email ManagementCloud-based File Sharing such as Google Drive and SharePointAdobe ProductsSalesforce or other client database systemsVirtual meeting platforms such as Microsoft Teams and ZoomProject management and task tracking softwarePHYSICAL DEMANDSWhile performing the duties of this job, the employee must be able to sit over long periods of time and be able to talk, hear, sit, stand, walk; use hands to finger, handle or feel objects, tools, or controls; reachwith hands and arms; and stoop, kneel, crouch, or crawl climb stairs, lift and or move items of up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Must have excellent command of English language and grammar, both verbal and written. Must be able to manually operate and use a computer. Must be able to clearly hear and understand telephone conversations.WORK ENVIRONMENTDiversion Hub serves individuals who may be experiencing mental health challenges, substance use disorders, or other complex barriers. All staff must be comfortable working in a trauma-informed environment and demonstrate empathy, professionalism, and sound judgment when interacting with this population. The safety of our staff and clients is our top priority, and we maintain comprehensive safety protocols, staff training, and facility procedures to prevent and respond to any potential altercations.EQUAL OPPORTUNITY PROVIDERThe Diversion Hub has a policy to provide equal employment opportunities to all qualified persons without regard to race, creed, religion, sex, sexual orientation, age, national origin, physical or mental disabilities, marital status or any other status or characteristic protected under federal, state, or local law. #J-18808-Ljbffr