Program Assistant

Seneca Family of Agencies; San Jose (CA); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid time off

11 paid holidays

403b Retirement Plan

Language proficiency bonus

Scholarship opportunities

Professional development

Seneca Public Service Loan Forgiveness

Job summary

The Welcoming Center, part of Seneca Family of Agencies, seeks a Program Assistant to organize and coordinate the front office, support scheduling, data analysis, and communications for the program.

This on-site role offers a Monday–Friday schedule (8:30 am–5:00 pm) in California, with bilingual Spanish beneficial. Join a team dedicated to trauma-informed care for youth and families across communities.

Qualifications

• Education/experience options: Bachelor’s degree; Associate’s degree with 1 year relevant work; HS diploma with 2 years relevant work.
• Must pass a computer test.
• Must be at least 21 years old.
• Valid driver’s license, clean driving record, insurability per Seneca policy.
• TB test clearance and fingerprinting clearance.

Responsibilities

• Answer department phones, screen and direct telephone calls.
• Greet and interact with clients, families and visitors.
• Maintain the safety, organization, and professional appearance of front office and general areas.
• Maintain office equipment and coordinate services.
• Complete off-site tasks such as errands and supplies to support operations.
• Coordinate on-site meetings/trainings and visitors, including room reservations and meal logistics.
• Maintain organized electronic and paper forms and files.
• Process mail and correspondence to/from program leadership and office.

Skills

Organizational skills

Analytical skills

Communication skills

Bilingual Spanish

Time management

Education

Bachelor’s degree

Associate’s degree +1 year experience

High school diploma +2 years experience

Tools

Microsoft Word

Outlook

Excel

Job description

Monday - Friday, 8:30 am - 5pm

Join our team as a Program Assistant, where your exceptional organizational, analytical, and communication skills will play a key role in efficiently managing the administrative office and contributing to the success of our program.

As the Program Assistant you will have the opportunity to develop skills in office management, facilities and site safety, phone triage and reception, as well as supporting program leaders with scheduling, data analysis and other vital communication. The Program Assistant is a central figure in ensuring our clients get the best care possible.

About The Welcoming Center

The Welcoming Center is a therapeutic, home-like setting that supports young people as they navigate the trauma of placement disruption. The Welcoming Center is specifically designed to minimize the impact of this trauma by providing safety, care, comfort, and therapeutic supports for up to 24 hours while the best and most appropriate placement is coordinated. The Welcoming Center serves young people in Santa Clara County who are removed from their home, returning from elopement, or otherwise experiencing a loss of placement. When they arrive at the Welcoming Center, they are met by empathetic and well-trained adults that provide a calm, stable environment while their individualized needs are assessed and placement is secured.

About Seneca

Seneca Family of Agencies has been nominated among the Bay Area’s Top Workplaces for several consecutive years. We’re committed to providing traditionally marginalized communities with a network of excellent mental health, community-based, and educational services. We are committed to building a diverse staff. Our programs deeply engage in conversations and training on Diversity, Equity, and Inclusion to bring equity and justice to the youth and families we serve.

RESPONISBILITIES

• Answer department phones, screen, and direct telephone calls
• Greet and interact with clients, families and other visitors
• Maintain the safety, organization, and professional appearance of the front office and general areas
• Maintain office equipment and coordinate various office services
• Responsible for completing various off-site tasks such as grocery shopping, picking up supplies, and managing other essential activities to support daily operations.
• Ensure smooth logistics for on-site meetings/trainings and visitors including conference room reservations, meal planning and logistics, both in preparation and execution
• Maintain well-organized and accessible electronic and paper forms and files
• Process all mail, correspondence and information to and from the program’s office, including correspondence to and from the Program Director/Manager of Operations
• Complete required program reports and scheduling; generate reports and synthesize data pertaining to program performance, demographics, and measurable outcomes

Qualifications

REQUIRED

• Education/experience requirements:
  • Bachelor’s degree OR
  • Associate’s degree and 1 year of applicable work experience OR
  • High school diploma and 2 years of applicable work experience
  • Applicable work experience includes any administrative position (paid or unpaid) requiring frequent data entry, ability to prioritize multiple projects within strict deadlines, and coordination with multiple departments
• Pass a computer test
• Must be at least 21 years of age
• Valid driver’s license, clean driving record, and insurability through Seneca Family of Agencies’ insurance policy
• TB test clearance, fingerprinting clearance, and any other state/federal licensing or certification requirements

Preferred

• Bilingual Spanish skill set
• Proficiency in Microsoft Word, Outlook, and Excel

Skills Of An Ideal Candidate

• Excellent organizational, problem solving, and time management skills
• Ability to collaborate with diverse co-workers, partners, and community members

SCHEDULE

• Full-time; on-site
  • Monday - Friday, 8:30 am - 5pm

Benefits

• Starting at $28.14- $30.64 per hour, commensurate with experience
  • Additional compensation provided upon passing bilingual language proficiency exam
  • Salary increases each year
• 5 weeks of Paid Time off and 11 Paid Holidays
• Comprehensive benefits package:
  • Medical, dental, vision, chiropractic, acupuncture, fertility coverage
  • Long-term disability, family leave, and life insurance
  • 50% paid premiums for dependents
  • 403b Retirement Plan
  • Employer-paid Employee Assistance Plan
• Seneca is a Public Service Loan Forgiveness certified employer
• Scholarship opportunities, ongoing training, and professional development opportunities
• Promotional opportunities across the agency in California and Washington