Program Assistant - VP of Programs

Saint Francis House Inc; Boston (MA); On-site; USD 37,000 - 41,000; Full time

Benefits offered by this job

Health insurance premium support (up $

4 weeks vacation + 13 holidays

Life & disability insurance

403b retirement with 5% match

Job summary

Saint Francis House Inc. in Boston, MA is seeking a Program Assistant to provide comprehensive administrative and project management support to the Vice President of Programs & Services.

You will work with the interdisciplinary team across Behavioral Health, Day Shelter, Housing, and Workforce Development to stabilize guests and coordinate activities. The role emphasizes organizing, communication, and timely project execution within a fast-paced, trauma-informed environment.

Qualifications

• Requires strong administrative and project coordination abilities.
• Experience managing multiple tasks with deadlines.
• Proven ability to build professional relationships.

Responsibilities

• Organizes and tracks projects for the VP and leadership team.
• Manages communications and scheduling for the VP of Programs and Services.
• Coordinates meetings, rooms, materials, IT needs, and catering.
• Coordinates monthly reporting on department outcomes and goals.
• Supports reconciling purchases and expense reporting within budgets.
• Researches resources and public health information for guests.
• Supports special projects across programs and services.
• Represents the VP in meetings and distributes notes.

Skills

Administrative skills

Verbal communication

Written communication

Relationship building

Time management

MS Office

Attention to detail

Education

Bachelor’s degree in social services or related field

Tools

MS Office

Job description

Description

Hourly Range: $27.09 - $29.80 per hour

FLSA Status: Non-exempt

Schedule: Full-time; Monday - Friday, 8:00 AM - 4:00PM

Homelessness is a public health, social and racial justice issue!

Since 1984, St. Francis House has committed itself to healing the wounds of those impacted by an inequitable society and breaking down the barriers, including systemic racism that prevent all people from living lives of dignity.

St. Francis House is the State’s largest provider of day services supporting people who are at risk of or are experiencing homelessness. Located in the heart of downtown Boston, we compassionately welcome nearly 500+ adults through our doors every day who are seeking a safe and dignified refuge and opportunities to rebuild their lives. Our holistic approach allows us to deepen our impact by offering integrated programing that helps our guests achieve stability in the areas of housing, income, and behavioral health. Joining our team would provide you a dynamic opportunity to work with an interdisciplinary team of providers dedicated to solving this public health crisis.

Benefits

We offer an extensive Benefits package!

• Up to 90% of individual insurance premiums paid for Harvard Pilgrim Health Care health insurance & Altus dental insurance, 4 weeks of vacation and 13 holidays recognized per year, employer – paid life & disability insurance, a vested 403b retirement with 5% match, and much more!

Job Summary

The Program Assistant is responsible for providing comprehensive administrative and project management support to the Vice President of Programs & Services. The Program Assistant position is a dynamic role that supports all guest facing work we do at St. Francis House and works directly with the VP and closely with the Program Leaders that oversee the Behavioral Health, Day Shelter, Housing, and Workforce Development Departments. The Programs Assistant will have the opportunity to facilitate the work of stabilizing homeless and vulnerable individuals by helping to organize, coordinate, communicate, and project manage a wide range of activities in collaboration with a multidisciplinary team of service providers and professionals in the field both internally and externally.

Essential Duties/Responsibilities

• Organizes and tracks projects related to programs and services on behalf of the VP and leadership team.
• Manages communications and scheduling for the Vice President of Programs and Services in a proactive and timely way.
• Coordinates meetings and events including inviting attendees, booking rooms, ensuring that materials are prepared and distributed, IT-related needs are addressed, and food is ordered, set and cleaned up.
• Coordinates monthly reporting on department outcome measures and goals.
• Supports in reconciling purchases and expense reporting ensuring that all expenses are within relevant budget parameters for programs and services.
• Research resources and public health information to support guests facing work.
• Supports special projects needed across all programs and services to ensure tasks are completed, tracked, and updates are given to the VP and Program Leadership staff.
• Builds and maintains positive relationships across the agency and with external stakeholders by being engaging, respectful, reliable, and responsive. Represents the VP and any projects positively and authentically.
• Accompanies and/or represents the VP at internal or external meetings. Takes thorough and organized notes and distributes them in a timely way.
• Adheres to agency code of conduct.
• Performs other duties as assigned.

Requirements

• Takes a proactive approach to the work. Seeks opportunities to contribute to project success.
• Anticipates needs and challenges and communicates them in a timely and effective way. Identifies potential solutions to problems as they arise.
• Experience successfully handling multiple and varied tasks and priorities.
• Strong administrative skills, including excellent verbal and written communication skills.
• Proven ability to build and maintain professional relationships.
• Excellent organizational skills and finely tuned attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Tech savvy with experience and comfort working in Microsoft Office (Outlook, Word, Excel, and Power Point) and using these platforms as a tool for organizing, tracking, and reporting information.
• Ability to create and edit presentations and other communication materials that include graphics.
• Ability to function well in a fast-paced and stressful environment.
• Flexible and able to adapt to changing priorities as needed.
• Solid analytical and problem-solving skills.
• Reliable and consistent.
• Basic understanding of and commitment to taking a person-centered, recovery-oriented, and trauma-informed approach.
• Proficiency in English.

Education & Experience

• Bachelor’s degree in social services, public health, administration or related field.
• Minimum of 5 years successful experience providing complex administrative and/or project management support.
• Demonstrated success in meeting challenges and opportunities presented by increasing responsibilities in prior roles.
• Prior experience in human services preferred.
• Lived experience of homelessness and/or recovery a plus.

Work Environment & Activity

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 10 pounds at times.
• Occasional standing and moving throughout multi-level building.
• Constantly operate computer and other office machinery, such as a copy machine, printer, 2-way radio.
• Work hours may change based on the needs of the agency.

SFH is an Equal Employment Opportunity Employer. We are committed to fair and equitable employment practices and to fostering a workplace where all employees are respected, supported, and able to grow. In support of our mission, we encourage individuals from all backgrounds to apply, including those with lived experience of homelessness or recovery and those who have faced barriers to employment. We value the range of experiences and perspectives that strengthen our work in the community.

Reasonable accommodations may be made to enable individuals with disabilities to perform these duties.

This job description is subject to change and does not restrict management’s right to assign or reassign duties and responsibilities to this job at any time.