Program Support Specialist

Maryvale; Rosemead (CA); On-site; USD 30,000 - 36,000; Full time

Job summary

Maryvale in Rosemead, CA seeks a Program Support Specialist to provide administrative support under the supervision of the Program Support Manager. You will collect and organize data, maintain confidentiality, and collaborate with program staff and external stakeholders to ensure timely reporting.

Responsibilities include office management, scheduling, billing support, data collection and survey preparation, plus timely communication and documentation to support the program's mission and

Qualifications

• High school diploma and minimum of 3 years administrative support experience, preferably in the field of a non-profit, social or human services.
• Customer service focused with excellent people skills including verbal and written communication skills.
• Strong analytical skills; resourceful, reliable, multitask-oriented; strong administrative skills; able to adhere to strict deadlines.
• Able to adapt to changing priorities and to re-prioritize on short notice when needed.
• Able to handle confidential information and act accordingly.
• Strong computer literacy including proficiency in Microsoft Office applications as well as the ability to adapt quickly to industry-specific software. Must be able to comprehend and communicate program and compliance-related concerns to Program Support Manager and Program Directors/Managers.
• Current CPR/First Aid certificate, background clearance, TB test, required immunizations and fingerprint clearance are required for the position.
• This role requires participation in formal and informal instruction related to the assigned program area.

Responsibilities

• Provide day-to-day administrative support for the assigned program area including but not limited to: office management, client/customer service, coordination of calendars, filing, scanning/copying, mail, data collection, and report completion as assigned.
• Prepare weekly, monthly, quarterly, and/or annual surveys for assigned program area, and ensure that data is collected, analyzed, and shared out in a timely manner.
• Create and share calendar reminders to responsible parties to ensure that required data is submitted to the PSS to ensure timely creation of reports.
• Process check requests, reimbursements, credit card reports, petty cash, and/ororder requests as assigned by the Program Directors/Managers or the PSM.
• Complete the timely process of any assigned billing; reconcile monthly to ensure all accounts are current.
• Maintain a time management and tracking system to ensure that internal and external deadlines are met.
• Multitask and prioritize effectively, supporting various projects simultaneously and effectively with minimal follow-up.
• Respond to emails and requests for information within 24 hours.
• As a mandated reporter, communicate with relevant Program Administration immediately regarding safety or program concerns.
• Participate in community outreach efforts and represent Maryvale at assigned events to promote awareness of agency programs, strengthen community partnerships, and educate the public about services provided.

Skills

Communication

Customer service

Multitasking

Attention to detail

Education

High school diploma

Tools

Microsoft Office

Job description

Under the supervision of the Program Support Manager (PSM), the Program Support Specialist (PSS) is responsible for providing administrative support, contributing to the overall administrative success of the assigned program area. The PSS works in collaboration with the PSM and Program Directors/Managers to collect data in a manner that is well organized, accurate, and timely. The PSS is responsible for maintaining confidentiality and is required to have a high level of attention to detail, and the ability to interact positively across program areas with internal and external stakeholders.

Status:$22-26

Reports To: Program Support Manager

Reporting Staff:None

Core Responsibilities

Support and uphold Maryvale’s Mission, Vincentian Core Values, and Trauma-Informed Care philosophy, recognizing the presence of trauma symptoms and acknowledging the role that trauma has played in the lives of the clients/residents

Assist in the healing process by developing appropriate RICH® (Respect, Information, Connection, and Hope) relationships with those served

Follow Universal Precautions when exposed to blood and body fluids and follow Occupational Safety Health Administration (OSHA) regulations pertaining to safety and the use of equipment/machinery..

Promote and support the attitudes, behaviors, knowledge, and skills necessary to work respectfully and effectively with each other as well as demonstrate the ability to address the needs of the children and families Maryvale serves.

Provide day-to-day administrative support for the assigned program area including but not limited to: office management, client/customer service, coordination of calendars, filing, scanning/copying, mail, data collection, and report completion as assigned.

Prepare weekly, monthly, quarterly, and/or annual surveys for assigned program area, and ensure that data is collected, analyzed, and shared out in a timely manner.

Create and share calendar reminders to responsible parties to ensure that required data is submitted to the PSS to ensure timely creation of reports.

Process check requests, reimbursements, credit card reports, petty cash, and/ororder requests as assigned by the Program Directors/Managers or the PSM.

Complete the timely process of any assigned billing; reconcile monthly to ensure all accounts are current.

Maintain a time management and tracking system to ensure that internal and external deadlines are met.

Multitask and prioritize effectively, supporting various projects simultaneously and effectively with minimal follow-up. Provide timely and accurate reports and project updates to the PSM and Program Director/Managers.

Respond to emails and requests for information within 24 hours.

As a mandated reporter, communicate with relevant Program Administration immediately regarding safety or program concerns.

When applicable, and in the event of emergencies such as low staffing, the Program Support Specialist may be required to step into program areas to provide coverage and ensure continuity of services. Participate in and complete all Maryvale-assigned trainings and professional development activities to maintain compliance with agency, contractual, and regulatory requirements, and to strengthen administrative skills. Communicate with clients, families, and Associates in a clear, concise manner, consistent with the Maryvale Communication Policy.

Participate in community outreach efforts and represent Maryvale at assigned events to promote awareness of agency programs, strengthen community partnerships, and educate the public about services provided.

Perform other duties as assigned.

Qualifications

High school diploma and minimum of 3 years administrative support experience, preferably in the field of a non-profit, social or human services.

Customer service focused with excellent people skills including verbal and written communication skills.

Strong analytical skills; resourceful, reliable, multitask-oriented; strong administrative skills; able to adhere to strict deadlines.

Able to adapt to changing priorities and to re-prioritize on short notice when needed.

Able to handle confidential information and act accordingly.

Strong computer literacy including proficiency in Microsoft Office applications as well as the ability to adapt quickly to industry-specific software. Must be able to comprehend and communicate program and compliance-related concerns to Program Support Manager and Program Directors/Managers.

Current CPR/First Aid certificate, background clearance, TB test, required immunizations and fingerprint clearance are required for the position.

This role requires participation in formal and informal instruction related to the assigned program area. PSS may be required to periodically travel to other site locations, community events, conferences, or trainings relevant to the role.

Physical Requirements

Perform duties that include walking, standing, sitting, reaching, and using hands to handle objects; frequent bending, kneeling, crouching, and engaging in active classroom movement.

Ability to lift and/or move up to 25 pounds as needed.

Visual abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

May occasionally be required to drive.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.