Program Assistant

JVS - Bay Area; San Francisco (CA); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical and dental coverage

Vacation & sick leave

Holiday pay

401(k) retirement match

FSA

Pet insurance discounts

EAP

Professional development

WFH stipend

Hybrid schedule SF

4-day work week

Job summary

JVS in San Francisco seeks a Program Assistant to support the Contract Compliance program. You will handle administrative coordination, data entry, document management, and procurement, ensuring smooth program operations and compliance.

The role emphasizes strong communication, organizational skills, and collaboration with internal teams and external stakeholders in a hybrid work setting.

Qualifications

• Strong verbal communication and clear writing abilities.
• Ability to support multiple programs and adapt to changing priorities and agency needs.
• Excellent organizational skills and attention to detail with the ability to manage multiple tasks and deadlines.
• Ability to collaborate with colleagues, participants, and cross-functional teams.
• Demonstrates problem-solving and sound judgment in seeking guidance when needed.
• Experience providing high-volume administrative support in a fast-paced setting.
• Experience maintaining records and handling confidential information with discretion.
• Proficiency with Microsoft Office and CRM databases.
• Willingness to adapt to evolving workflows and processes.
• Interest in workforce development.

Responsibilities

• Coordinate program logistics, calendars, syllabi, and debrief documents.
• Enter participant data into the database and conduct QA for accuracy.
• Prepare and maintain participant files for monitoring, audits, and reviews.
• Support contract management, setup, compliance, and data tracking.
• Prepare JVS documents in DocuSign and manage signature packets.
• Maintain reports, spreadsheets, trackers, and related program documentation.
• Set up virtual learning environments (Zoom, Google Classroom, Teams) and onboard participants.
• Procure and distribute program resources and training materials.

Skills

Verbal communication

Written communication

Organization

Multi-tasking

Collaboration

Discretion with confidential info

MS Office

Tools

Salesforce

Google Workspace

Slack

DocuSign

SharePoint

Calendly

Asana

Job description

JVS is a nonprofit working to close opportunity gaps in employment by supporting jobseekers with the skills and confidence to secure quality careers with family-sustaining wages. Grounded in core values of repairing the world and focused on helping our program participants achieve economic mobility, we believe everyone deserves access to training and the chance for a good job. JVS develops training programs in close partnership with employers in high growth sectors, offering high quality jobs.

Building on decades of experience and success, JVS is a data-driven organization that takes a whole systems approach to addressing employment and economic equity. Through our direct service programs, employer engagement and policy change, JVS is working toward a future where everyone has access to quality education and training programs that lead to high quality employment and economic mobility.

Job Summary:

The Program Assistant role is integral to supporting smooth program operations and is part of the Program Department within the Contract Compliance team. This role involves administrative and logistical coordination, data and document management, procurement and program supply management, program setup, and event support. The ideal candidate will demonstrate strong organizational skills, meticulous attention to detail, and effective communication with both internal and external stakeholders.

Responsibilities:

Program Logistics Coordination:

• Confirm program schedules with functional teams to ensure alignment and successful program delivery.
• Create and maintain program calendars, syllabi, and program debrief documents.
• Coordinate logistics for program meetings, orientations, trainings, graduations, and special events.

Data and Document Management:

• Support program staff by entering participant data into JVS’s database, including enrollments, closures, training completions, educational attainments, and follow-ups.
• Conduct quality assurance on data entries to ensure accuracy and compliance with organizational standards.
• Collect participant personal identifiable information related to program eligibility, support the assessment process, and maintain data privacy and confidentiality in accordance with organizational requirements.
• Prepare and maintain participant files for program monitoring, audits, and fiscal reviews, ensuring compliance with contract requirements and support audit preparation activities.
• Support all aspects of contract management, including setup, compliance, file management, and data tracking.
• Prepare JVS documents in DocuSign, distribute signature packets, and ensure timely completion and accuracy of all required documentation.
• Maintain and update reports, spreadsheets, trackers, and related documentation to support program operations and compliance activities.

Program Setup and Support:

• Set up, manage, and prepare materials for virtual learning environments, including Zoom, Google Classroom, Microsoft Teams, and other related platforms; support onboarding and orientation activities within these systems.
• Grant access and troubleshoot login issues for participants to ensure smooth access to online resources.
• Coordinate the procurement and distribution of participant resources, technology, training materials, and other program supplies by sourcing vendors, obtaining and comparing quotes, placing orders, and fulfilling program and participant needs.
• Prepare and maintain program materials to support training and participant activities.

Qualifications:

Minimum Qualifications:

• Strong verbal communication skills and clear writing abilities.
• Ability to support a variety of programs and adapt to changing priorities and agency needs.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple tasks and deadlines.
• Ability to work collaboratively with colleagues, participants, and cross-functional teams to achieve program goals.
• Demonstrates creative problem-solving skills and sound judgment in determining when to seek guidance.
• Demonstrated experience providing high-volume administrative support in a fast-paced setting.
• Experience maintaining accurate records and handling confidential information with a high degree of discretion.
• Proficiency with Microsoft Office applications and CRM databases
• Willingness and ability to adapt to evolving workflows, systems, and processes.
• Understanding of or strong interest in workforce development.

Preferred Qualifications:

• Experience in direct service, workforce development, or participant support roles.
• Experience coordinating space and scheduling needs on a large scale, while reconciling competing space/time requirements.
• Demonstrated experience with Salesforce, and Google Workspace applications.
• Experience using collaboration and workflow tools such as Slack, DocuSign, SharePoint, Calendly, and Asana.
• Experience supporting compliance, documentation, or data-tracking processes in a program or administrative setting.

What We Offer

• 100% covered medical and dental plans for the employee
• Accrued sixteen (16) days of Vacation + accrued ten (10) days of Paid Sick Leave
• Paid federal and Jewish holidays
• 3% 403(b) retirement contribution match and 3% non-elective contribution
• Healthcare and Dependent Care FSA
• Pet Insurance Discounts
• Employee Assistance Program
• Professional development opportunities and $500 Work-From-Home stipend
• The expectation for this role is to work in our San Francisco office and/or worksites on a hybrid work schedule; JVS does not provide relocation packages
• 4 Day Work Week

As an Equal Opportunity Employer, JVS is committed to providing employment opportunities to all qualified individuals and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics, or any other basis prohibited by applicable law. We welcome diverse applicants. Please let us know if you need accommodations or auxiliary aids for the interview process.