Youth Policy Institute

Program Assistant -Community & Family Support

US-CA-Hollywood
Job ID
2017-2827
# of Openings
1
Category
Administration
Job Type
Regular Full-Time

Overview

The Program Assistant position will be working closely with Program Managers, Assistant Director and Director of the Community and Family Support Department to carry out essential administrative and program related duties.  Program Assistant will monitor GRYD team duties, and attend GRYD related meetings and trainings as directed.

Responsibilities

  • Provide administrative support to Program Managers, and Director.
  • Perform receptionist duties, which include but are not limited to greeting clients with positive attitude, maintaining employee and department directories, maintaining cleanliness of receptionist area and lobby.
  • Organize and schedule appointments, scheduling rooms and catering as required.
  • Perform general receptionist and office duties, such as ordering supplies, maintaining inventory of equipment, answering phone calls, maintaining records in management database, and filing program documents, records and reports.
  • Accurately enter customer-level data into electronic and hard-copy filing systems.
  • Resolve administrative problems by assisting in the preparation of reports, analyzing data, and identifying solutions.
  • Conduct program intake and eligibility, and assist with ongoing HFSC initiatives (RRPT, VITA, etc.).
  • Update and maintain department policies and procedures as directed.
  • Prepare and follow-up on invoices needed for submission to accounting.
  • Prepare and compile program purchase orders, follow-up with purchasing department regarding status of orders; pick-up, log and distribute orders.
  • Streamline department administrative tracking to ensure program sites maintain prescribed tracking protocol.
  • Prepare agendas for meetings and prepare schedules; record, compile, transcribe and distribute minutes of meetings.
  • Edit and translate department written communication (ie, flyers, memos, social media communication).
  • Participate in staff meetings, trainings, department programs, and professional development trainings as required.
  • Travel as needed for YPI business.
  • Handle crisis and/or emergency situations as needed.
  • Complete all other duties as assigned.

Qualifications

  • High school or GED required, college degree and/or college-level courses in community development, education or related field strongly preferred.
  • Proven ability to work effectively with minimal supervision, prioritize multiple tasks, manage competing priorities, and meet deadlines— all with attention to detail.
  • Proven experience as an Administrative assistant or Office admin assistant.
  • Working knowledge of office equipment, like printers and fax machines.
  • Proficiency in MS Office (MS Excel in particular).
  • Excellent time management skills and the ability to prioritize work.
  • Attention to detail and problem solving skills.
  • Excellent written and verbal communication skills.
  • Strong organizational skills with the ability to multi-task.
  • Maintain a professional attitude, confidentiality, and respect cultural differences.
  • High school diploma required or General Education Development (GED) certificate, college classes preferred.
  • Experience working with individuals with diverse ethnic, social and educational backgrounds.
  • Must have independent judgment and problem solving ability.
  • Excellent oral and written communication skills; ability to make group presentations and facilitate group activities.
  • Ability to work in a fast-paced, dynamic environment.
  • Must be comfortable with program outreach, which may include canvassing, phone calls, and presentations.
  • Must pass a criminal background check (Live Scan fingerprinting) prior to beginning employment.
  • Must present proof of being free of active Tuberculosis (TB) prior to beginning employment. All TB clearances must be conducted no more than 60 days prior to start of employment.
  • Must have access to reliable transportation.  If applicable, will be required to provide proof of current California driver license, acceptable driving record (current DMV H6 printout), and current liability auto insurance.

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