Program Assistant

Jewish Vocational Service; San Francisco (CA); Hybrid; USD 52,000 - 56,000; Full time

Job summary

An established nonprofit organization is seeking a Program Assistant to enhance program operations within a dynamic team. This role is vital for logistical coordination, document management, and supporting program activities. The ideal candidate will showcase strong organizational skills and effective communication, ensuring smooth operations and participant satisfaction. Join a mission-driven team focused on closing opportunity gaps and empowering job seekers to achieve economic mobility. This hybrid position offers an engaging work environment and numerous benefits, making it an exciting opportunity for those passionate about making a difference.

Benefits

100% covered medical and dental plans

16 days of vacation

10 days of paid sick leave

Paid federal and Jewish holidays

403(b) retirement contribution match

Healthcare and Dependent Care FSA

Pet Insurance Discounts

Employee Assistance Program

Professional development opportunities

$500 Work-From-Home stipend

Qualifications

• Strong verbal communication and writing skills.
• Exceptional organizational skills with attention to detail.
• Experience in high-volume administrative support.

Responsibilities

• Coordinate program logistics and manage schedules.
• Support data management and ensure compliance.
• Assist with program setup and participant support.

Skills

Verbal Communication

Organizational Skills

Creative Problem Solving

Administrative Support

Attention to Detail

Tools

Microsoft Office

CRM Databases

Salesforce

Google Products

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 racial equity 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.

The Role

The Program Assistant within the Contract Compliance team in the Program department is integral to ensuring smooth program operations. This role involves logistical coordination, document management, program supply management, program setup, administering surveys, and event support. The ideal candidate will demonstrate strong organizational skills, meticulous attention to detail, and effective communication with both internal and external stakeholders.

Scope

Program Logistic Coordination :

• Confirm program schedules with functional teams to ensure alignment.
• Create and maintain program calendars, syllabi, and program debrief documents.
• Secure and coordinate rental spaces for program activities, ensuring appropriate venues for program events and classes.

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 and maintain confidential participant information related to eligibility and assist in the assessment process.
• Prepare and maintain participant files for program monitoring, fiscal audits, and ensure they meet compliance with contract requirements.
• Support all aspects of contract management, including compliance, file management, and data tracking.
• Create SharePoint file structures for program documentation.
• Prepare JVS documents in DocuSign and send packets, ensuring information is accurately signed.

Program Set up and Support :

• Confirm and reserve Zoom and Google classrooms for program use.
• Prepare orientation materials and set up Google Classroom, Teams, and LMS user accounts.
• Troubleshoot login issues for participants to ensure smooth access to online resources.
• Order program supplies as needed and fulfill participant resource requests.
• Prepare and maintain program materials to support training and participant activities.
• Administer program surveys to gather feedback and assess participant satisfaction.
• Provide staff support for in-house and community events, such as employer engagement events, ensuring successful execution and participation.

Qualifications

Minimum Qualifications :

• Strong verbal communication skills and clear writing abilities.
• Ability to support a variety of programs and pivot as needed to meet overall agency needs.
• Strong organizational skills with exceptional attention to detail and ability to meet deadlines.
• Works cooperatively with colleagues and participants, reaching out across teams to identify helpful resources.
• Demonstrates creative problem-solving skills and knows when to seek help.
• Demonstrated experience providing high-volume administrative support in a dynamic setting.
• Proficiency with Microsoft Office applications and CRM databases

Preferred Qualifications :

• Experience in direct service or participant support roles.
• Experience coordinating space and scheduling needs on a large scale, while reconciling competing space / time requirements.
• Demonstrated experience with Salesforce, Microsoft office and Google products.

What We Offer

• Annual Salary : $52000 - $56000
• 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
• This position is hybrid with the expectation of working in our San Francisco office; 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

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