Temporary Program Administrative Assistant

Job Description

Job Description

Description:

  Village for Vets

Position Title : Temporary Program Administrative Assistant
Department : Data & Compliance
Classification : Non-Exempt, Full-Time (Temporary)

Reports To: Data & Compliance Manager
Compensation : $24.52 - $28.85 hourly based on experience 

About Village for Vets

Village for Vets fills critical gaps in services for homeless and at-risk veterans in greater Los Angeles on their journey to independence. Through programs providing meals, emergency grants, support for basic needs, social support, and links to additional services, Village for Vets helps ensure Los Angeles’ homeless and at-risk veterans don’t fall through the cracks.

Position Summary

Village for Vets seeks a highly organized and detail-oriented Temporary Program Administrative Assistant to provide administrative, procurement, compliance, data support, and audit support across multiple programs. This position serves as a key operational resource ensuring accurate documentation, data integrity, contract and procurement compliance, reporting accuracy, and efficient administrative support for program staff and leadership. The ideal candidate possesses strong administrative and analytical skills, excels in managing multiple priorities, and has experience maintaining confidential records, supporting audits, coordinating purchases, and ensuring compliance with grant and organizational requirements.

Essential Duties and Responsibilities

Attendance and Work Schedule

• Position is available for three to six months with the possibility of extension
• Work schedule is from Monday to Friday in-office forty hours weekly

Program Administration

• Provide administrative support to the Data & Compliance Manager.
• Maintain organized electronic and physical filing systems.
• Support program operations and special projects, as assigned.

Procurement and Purchasing

• Facilitate procurement processes for program participant assistance items, hotel placements, and other needs including rideshare orders.
• Track purchase requests, approvals, expenditures, and vendor information.
• Maintain procurement files to ensure compliance with grant, donor, and organizational requirements.
• Assist with vendor communication and invoice reconciliation.

Compliance and Quality Assurance

• Review participant and program files for completeness and compliance.
• Conduct routine file audits and documentation reviews.
• Track required forms, signatures, eligibility documentation, and case records.
• Assist with reviewing records for compliance with agency and funder requirements.
• Assist management in preparing for monitoring visits, audits, and program reviews.
• Assist management with quality control processes and documentation improvements.

Data Management and Reporting

• Enter, update, verify, and maintain participant and program data.
• Perform routine quality checks and correct data discrepancies.
• Generate weekly, monthly, quarterly, and annual reports as assigned.
• Compile and organize performance reports and required program data.
• Perform data cleansing, reduce redundancy, and archival activities.
• Support database management and ensure accurate record retention.
• Collaborate with Date & Compliance staff to improve documentation and reporting practices.

Audit and Financial Administrative Support

• Assist with preparation of supporting documentation for internal and external audits.
• Reconcile files, invoices, receipts, and procurement records for completeness.
• Maintain audit-ready documentation for grant-funded activities.
• Support budget tracking, expense reporting, invoice processing, and expenditure monitoring.
• Identify documentation discrepancies and notify appropriate staff for resolution.
• Assist leadership with compliance reviews and financial record retention requirements.

Client and Program Support

• Coordinate participant purchases and approved financial assistance transactions.
• Maintain professional and compassionate interactions with Veterans, families, partners, and stakeholders.

Benefits

• Medical, Dental, Vision, Life Insurance
• 403B Retirement Plan
• Voluntary Short-term and Long-term Disability
• PTO, Sick Time, Paid Holidays

Minimum Qualifications

• Associate degree required; bachelor's degree preferred. Relevant experience may be substituted for education.
• Minimum 2-4 years of administrative, compliance, data management, finance, procurement, or program support experience.
• Experience working with grant-funded programs, nonprofits, or government-funded contracts preferred.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and SharePoint.
• Experience with databases, CRM systems, HMIS, or similar data management platforms preferred.
• Strong analytical, organizational, and record-keeping skills.
• Ability to maintain strict confidentiality and handle sensitive information.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Valid California driver's license, reliable transportation, and auto insurance preferred.

Desired Qualifications

• Experience supporting procurement, compliance monitoring, or audit preparation.
• Knowledge of HUD, VA, SSVF, nonprofit, or grant-funded program requirements.
• Experience performing file reviews, quality assurance checks, and reporting functions.
• Familiarity with budgeting, invoice processing, and financial documentation.

Physical Demands and Work Environment:

• High level of concentration and attention to detail for extended periods of time required.
• Ability to communicate effectively with individuals in the organization at all levels, outside providers and consultants.
• Ability to quickly organize and communicate thoughts and to understand communications from others.
• Complex reading and writing skills with the ability to read, proof, and analyze complex documents.
• Ability to see, hear, and talk clearly in order to receive instruction and to give instructions to others.
• Ability to work independently, with others, around others, have verbal contact with others, face-to-face contact with others and prioritize work and make decisions.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• This is sedentary work in an office setting. While performing the duties of this job, the employee is frequently required to stand, sit, walk, stoop, talk, hear, reach above and below shoulders; use hand and finger dexterity, keyboarding and making and receiving telephone calls. The employee may be required on occasion to lift and/or carry up to 20 lbs.