Program Specialist- Guadalupe Community Center

Archdiocese of San Antonio Careers; San Antonio (TX); On-site; USD 36,000 - 54,000; Full time

Job summary

Archdiocese of San Antonio Careers is seeking an Administrative Coordinator to provide programmatic coordination and clerical support for Essential Support Services and Family & Children Services. The role includes data entry, scheduling client appointments, processing referrals, and assisting with grant compliance.

The position requires teamwork, confidentiality, and adherence to safety protocols, with a Monday–Friday schedule. Training and compliance activities are part of ongoing development.

Qualifications

• High school diploma or GED required.
• Associates’ degree in business-related field, community health, or child development preferred.
• Bilingual in Spanish preferred.
• Minimum of 2 years’ experience in office administration, program support, education, compliance, case management and/or data entry.
• Reliable transportation and valid driver license; clean driving record; valid vehicle liability insurance.

Responsibilities

• Provide administrative support to the Essential Support Services and Family & Children Services departments, including emergency financial assistance, veteran and family relief, nurturing families, and supporting dads.
• Submit vendor and purchase requests into Intacct database.
• Complete data entry in designated systems within 3 business days and summarize data for standardized reports.
• Assist with client referrals and enrollments virtually, over the phone, and in-person.
• Plan meetings, events, and workshops and organize donations, supplies, and educational materials.
• Adhere to ethical guidelines for purchasing, invoices, and payments; maintain organized work environment.

Skills

Administration

Data entry

Scheduling

Bilingual in Spanish

Microsoft Office 365

Communication

Teamwork

Integrity

Education

High school diploma/GED

Associates’ degree in business-related field

Tools

Intacct

Microsoft Excel

Job description

Description

Responsible for providing programmatic coordination and administrative support for the Essential Support Services and Family & Children Services departments; such as financial purchase requests, data entry, screening and scheduling client appointments, follow-up services calls, filing, and assisting with program and grant audit compliance. Position required to complete issued trainings and additional follow up trainings to maintain compliance. Other duties include assisting the Associate Senior Director and Senor Director with administrative duties.

Responsible for providing programmatic coordination and administrative support for the Essential Support Services and Family & Children Services departments; such as financial purchase requests, data entry, screening and scheduling client appointments, follow-up services calls, filing, and assisting with program and grant audit compliance. Position required to complete issued trainings and additional follow up trainings to maintain compliance. Other duties include assisting the Associate Senior Director and Senor Director with administrative duties.

Work Schedule

Monday-Friday 8:30am-5:00pm

Summary

Responsible for providing programmatic coordination and administrative support for the Essential Support Services and Family & Children Services departments; such as financial purchase requests, data entry, screening and scheduling client appointments, follow-up services calls, filing, and assisting with program and grant audit compliance. Position required to complete issued trainings and additional follow up trainings to maintain compliance. Other duties include assisting the Associate Senior Director and Senor Director with administrative duties.

Requirements

Position Responsibilities

• Administration
  • *Provide administrative support to the Essential Support Services and Family & Children Services departments to include the Emergency Financial Assistance, Veteran and Family Relief, Nurturing Families, and Supporting Dads
  • *Submit vendor request into Intacct database
  • *Submit purchase request into Intacct database
  • *Complete data entry in designated systems within 3 business days of service
  • *Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary, and summarizes data in preparation of standardized reports.
  • *Collaborates with Associate Senior Director and Senior Director to monitor and track program data, outcomes and outputs.
  • *Assists with processing and tracking of client referrals via email, referral screening calls, and outcomes.
  • *Assist with client initial enrollments virtually, over the phone, and/or in person.
  • Work as an active member of the departments by assisting with setting up/planning meetings, events, and/or workshops, i.e. sorting/organizing donations, assembling supplies, incentives, educational materials, etc.
• Financial
  • *Adhere to ethical guidelines when purchasing, completing invoices, and processing authorization for payments.
  • *Responsible for maintaining inventory of office supplies and material assistance items.
  • *In collaboration with the Associate Senior Director, Senior Director and senior staff, enters and tracks spending and transactions in agency mandated on-line systems and file expenses on a monthly basis
  • *In collaboration with the Associate Senior Director, Senior Director and senior staff, plans and purchases requested office supplies and material assistance items to ensure inventory is sufficient
  • Ensures forms, materials, and supplies are ordered and/or purchased in a timely manner
• Community Awareness
  • *Participate in community outreach activities to solicit support for programs, such as distributing program brochures and information, attending meetings, and providing in-services. Cultivate positive relationships with relevant funding entities, faith based organizations, donors, social service providers, medical providers and other community resources and services that provide support to families
  • Identifies, compiles, and maintains system for tracking community resources, and updates as needed
  • Seek out new and updated community resources and topics related to programs
  • Ensures marketing materials are available and updated
• Help maintain an organized work environment
• Must complete all required professional development assigned in a timely manner
• Must be sensitive to the service population’s cultural and socioeconomic characteristics.
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, and others.
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Other duties as assigned by the Associate Senior Director and/or Senior Director

Competencies

• Thorough
• Communication
• Teamwork
• Technology
• Integrity / Honesty

Minimum Qualifications

• Must be at least 21 years old
• Education
  • High school diploma/GED required.
  • Associates’ degree in business-related field, community health, or child development preferred.
  • Bilingual in Spanish preferred.
• Experience
  • Minimum of 2 years’ experience in office administration, program support, education, compliance, case management and/or data entry.
• License and Credentials
  • Reliable transportation
  • Valid driver license
  • Clean driving record
  • Valid vehicle liability insurance

Minimum Knowledge And Skills

• Minimum of Minimum of 2 years’ experience in office administration, program support, data entry, and/or any equivalent combination of training and experience that provides the required knowledge, skills and abilities
• Extensive working knowledge of community resources and social services
• Proficiency with personal computer, email, internet, and computer software including Microsoft Office 365; experience with database systems preferred.
• Ability to work in a culturally sensitive manner with people of various backgrounds
• Ability to build strong relationships
• Demonstrated ability for collaborative work in a team environment, as well as ability to work independently and proactively to meet expected deadlines
• Ability to maintain appropriate ethical boundaries and professional relationships
• Must be flexible and adaptable, and be comfortable scheduling and rescheduling a day’s activities based on multiple factors.
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem solving skills.

Travel Requirements

Travel requirements for the position includes 98% local and 2% overnight per year.