Program Assistant

Seneca-Family-of-Agencies; San Jose (CA); On-site; USD 25,000 - 43,000; Full time

Benefits offered by this job

Paid time off

Paid holidays

Medical coverage

Dental coverage

Vision coverage

Scholarship opportunities

Professional development

Promotional opportunities

Job summary

Seneca Family of Agencies seeks a Program Assistant to support administrative operations at The Welcoming Center in California. You will help with scheduling, data analysis, reception, and front-office duties to ensure clients receive timely care.

The role emphasizes organization, coordination, and communication, with opportunities to support program leaders and improve office processes. Full-time, on-site position with competitive benefits.

Qualifications

• Education/experience: Associate's degree with 1 year of applicable work experience OR high school diploma with 2 years of applicable work experience.
• Must pass a computer test.
• Must be at least 21 years old.
• Valid driver's license and insurability through Seneca's policy.
• TB test clearance and fingerprinting clearance.

Responsibilities

• Answer department phones, screen and direct calls.
• Greet clients, families, and visitors.
• Maintain front office and general area appearance and safety.
• Maintain office equipment and coordinate services.
• Complete off-site tasks to support daily operations.
• Coordinate on-site meetings/trainings logistics and reservations.
• Manage electronic and paper forms and files.
• Process mail and program communications; assist Program Director/Operations Manager.

Skills

Organizational skills

Problem solving

Time management

Collaboration

Bilingual Spanish

MS Word

Outlook

Excel

Education

Associate's degree

High school diploma

Tools

Microsoft Word

Outlook

Excel

Job description

Pay or shift range: $28.14 USD to $30.64 USD The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Description

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:
• 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

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
• Medical, dental, vision, chiropractic, acupuncture, fertility coverage
• Long-term disability, family leave, and life insurance
• Scholarship opportunities, ongoing training, and professional development opportunities
• Promotional opportunities across the agency in California and Washington

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.