Welcome Desk - Program Assistant

Program Assistant

The Program Assistant is responsible for handling administrative responsibilities of the LAFH Welcome desk at the Service Centers. This position will provide administrative support to ensure efficient operation of the workspace, including but not limited to: preparing reports; supporting managers and employees through a variety of tasks related to organization and communication; and being responsible for confidential and time sensitive material. This role should be familiar with a variety of the field's concepts, practices, and procedures, and have an ability to effectively communicate via phone and email, ensuring that all duties are completed accurately and delivered with high quality in a timely manner. This position requires a high level of technological proficiency, organizational efficiency, and a willingness to be a member of a team. Multi-tasking while maintaining complex schedules and managing administrative support, is essential in this position. The Program Assistant should be resourceful, a good problem solver, and organized.

What You'll Do

• Creates a welcoming and engaging environment for all guests
• Welcomes, triages, checks in and guides guests arriving to LAFH service centers at The Campus
• Receives online and phone referrals. Schedules appointments to meet with appropriate LAFH staff
• Answers welcome desks phone lines
• Collaborates with cross departmental teams and security
• Facilitates receiving, tracking and mail pick up for participants and delivering mail to sites
• Sorts, tracks, delivers packages to campus-based staff and storage rooms and delivers to satellite sites as needed
• Ensures welcome desk, service center and intake rooms are prepared for participant and staff use
• Stocks basic needs supplies and food for participants coming to service center
• Completes administrative tasks such as creating agendas, memos, copies, fax, scan and uploading documents etc. as directed by supervisor
• Stocks LAFH programs messaging materials, resources guides, program guides
• Provides crisis intervention and de-escalation
• Coordinates with internal and external stakeholders to ensure all guests needs are addressed to our best ability
• Ability to work a flexible work schedule, including evenings and weekends as needed
• Additional tasks, projects, and responsibilities as assigned by supervisor

What You're Skilled At

• Fluent in English required; bilingual in Spanish preferred
• Typing, numeric keypad, and computer skills (e.g. Excel, Word, Zoom, web-based scheduling software)
• Excellent verbal and written communication skills
• Strong organizational skills
• Ability to manage time effectively and meet deadlines
• Team player with customer service orientation

Other

• Maintain and execute confidential information according to HIPAA standards
• Obtain and maintain CPR/First Aid Certification
• Ability to pass post-offer Tuberculosis (TB) clearances
• Ability to work a 9/80 work schedule

Experience

• At least one (1) year of administrative/clerical experience

What We Offer

Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9/80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more!

Physical Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Potential physical demands include but are not limited to: walking, climbing stairs, handling, finger/grasp/feel objects and equipment, reaching, communicating, being mobile, repetitive motions, visual activity, driving, and entering buildings. Comfortable working in a pet-friendly environment required. If an accommodation is needed, please inform the Human Resources Department.

Equal Employment Opportunity

LAFH is committed and proud to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Fair Chance Act

LA Family Housing will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if LA Family Housing is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing's Fair Chance Act webpage.