Program Support Specialist

Wah Mei; San Francisco (CA); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Wah Mei School in San Francisco seeks an Operations Support Associate to help build administrative and operational infrastructure. The role covers food program coordination, purchasing, facilities, IT, and development activities.

This is a blended ⅓-time position that can grow into higher coordination roles within the organization. Working with the Associate Director of Program Operations, you will oversee ordering systems, inventory, and event logistics, while supporting grant writing and

Qualifications

• Minimum 2 years of relevant, paid work experience.
• Self-motivated and able to work both independently and in a team setting.
• Passionate about working with co-workers and the community.
• Excellent interpersonal, supervision, and customer service skills.
• Models good judgment and effective problem solving.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Detail oriented, organized, analytical, ability to multitask.
• Proactive, action oriented with strong time management skills.

Responsibilities

• Support Associate Director of Program Operations in facilities maintenance, upgrades, monitoring, and management of licensed and un-licensed facilities.
• Support Associate Director of Program Operations in Information Technology, including laptop purchases, inventory recording, technology recommendation, etc
• Ordering / Purchasing
• Oversee ordering / purchasing for agency and program needs
• Monitor for purchasing system for efficiency
• Maintain and document order system of requests, purchasing, recording, tracing, and tracking
• Manage a “par system” of generally used “standard” items
• Manage, support, participate, and lead special activities / projects, as directed.
• Problem solve key matters related to non-program and program supported operations.
• Convene key parties / stakeholders in execution of activities / events
• Inventory, store, and maintain signage, supplies, materials, and equipment related to event / activities
• Development
• Work with Communications / Development in support of promotion, outreach, and marketing of community events, as warranted
• Provide logistical support in agency campaigns
• Work closely with Executive Director and Program Directors to support additional program activities including grant writing, grant management / tracking, reporting, etc
• Work with Development department in support of securing sponsors, donors, in-kind services, volunteers and supportive labor, as needed
• Create, maintain, manage, and monitor agency and community special events / activity calendar.
• Marshall support, secure and align resources, and monitor budget, and maintain oversight of selected agency/ department event / activities
• Coordinate, support, direct, guide, and help to produce agency branded, supported, and initiated selected program events including but not limited to: PS Graduation, Meet & Greet Picnic, Chinese New Year, Halloween, Winter Holiday Celebration, and staff gatherings
• Spring Gala: Provide logistical and administrative support to the agency’s Annual Fundraiser:
• Solicitation and follow up with donors, vendors, contributors towards sponsorships, contributions, ticket sales, etc
• Live / online auction: Solicitation and follow up with donors, vendors, contributors for live and online auction. Manage database of
• Mail, email, and followup of auction item solicitation

Skills

Interpersonal skills

Communication

Time management

Problem solving

Teamwork

Detail oriented

Organizational skills

Customer service

Multitasking

Self-motivation

Tools

MS Office Suite

Excel

Database experience

Job description

Wah Mei School is the first Chinese American bilingual school to be established in San Francisco. Since our first class in 1974, our preschool program successfully promotes multiculturalism in developmental activities that emphasize both learning and playing for our participants. Our mission is to provide a safe and nurturing high quality Chinese-English bi/trilingual multicultural environment that promotes children’s development while building a supportive community for their families. Wah Mei now has three divisions: Early Care & Education (0-5 years old), Extended Learning (school-aged); and Community Engagement. Wah Mei School also serves as the lead agency for the District 4 Youth and Families Network (D4YFN), Sunset Chinese Cultural District (SCCD), and Sunset Family Resource Center (SFRC).

About the role

This position was created to help the agency build administrative and operational infrastructure, support the various special projects (particularly as the agency pursues facilities enhancements, program expansion and or efficiencies, and stabilizes its infrastructure .. ie: tech, use of space, operations, facilities, etc.), and ongoing agency programs. This position is responsible for three (3) areas, approximated to be equally ⅓ time: 1) food program coordination; 2) operational support including but not limited to: purchasing / ordering, facilities, tech, etc; and 3) Development, and specifically support of grant writing / management, logistical support of Communications (IG, eblasts, campaigns, etc) and events. This position is a “utility” / support type role / function and can potentially grow into a higher coordination / management level position

• Support Associate Director of Program Operations in facilities maintenance, upgrades, monitoring, and management of licensed and un-licensed facilities
• Support Associate Director of Program Operations in Information Technology, including laptop purchases, inventory recording, technology recommendation, etc
• Ordering / Purchasing
• Oversee ordering / purchasing for agency and program needs
• Monitor for purchasing system for efficiency
• Maintain and document order system of requests, purchasing, recording, tracing, and tracking
• Manage a “par system” of generally used “standard” items (ie: office supplies like paper clips, scissors, tape; kitchen materials / supplies like dish soap, sponges, towels; custodial supplies like cleansers, mops, brooms, etc.
• Manage, support, participate, and lead special activities / projects, as directed. Projects range from one-off activities / duties / responsibilities (ie: pick up donated materials / supplies) to minor custodial / facilities needs to participating and supporting larger agency initiatives (ie: office / program moves / relocation)
• Problem solve key matters related to non-program and program supported operations. Convene key parties / stakeholders in execution of activities / events
• Inventory, store, and maintain signage, supplies, materials, and equipment (ie: A/V equipment, stage/staging, tables/chairs, etc) related to event / activities
• Development
• Work with Communications / Development in support of promotion, outreach, and marketing of community events, as warranted
• Provide logistical support in agency campaigns (ie: Annual Appeal, Winter Appeal, Give in May, etc)
• Work closely with Executive Director and Program Directors to support additional program activities including grant writing, grant management / tracking, reporting, etc
• Work with Development department in support of securing sponsors, donors, in-kind services, volunteers and supportive labor, as needed
• Create, maintain, manage, and monitor agency and community special events / activity calendar.
• Marshall support, secure and align resources, and monitor budget, and maintain oversight of selected agency/ department event / activities
• Coordinate, support, direct, guide, and help to produce agency branded, supported, and initiated selected program events including but not limited to: PS Graduation, Meet & Greet Picnic, Chinese New Year, Halloween, Winter Holiday Celebration, and staff gatherings (ie: staff PD in-service / training, lunch appreciations, etc)
• Spring Gala: Provide logistical and administrative support to the agency’s Annual Fundraiser:
• Solicitation and follow up with donors, vendors, contributors towards sponsorships, contributions, ticket sales, etc
• Live / online auction: Solicitation and follow up with donors, vendors, contributors for live and online auction. Manage database of
• Mail, email, and followup of auction item solicitation

Qualifications

• Minimum 2 years of relevant, paid work experience
• Self-motivated and able to work both independently and in a team setting
• Passionate about working with co-workers and the community
• Excellent interpersonal, supervision, and customer service skills
• Models good judgment and effective problem solving
• Strong organizational skills and attention to detail
• Strong written and verbal communication skillsDetail oriented, organized, analytical, ability to multitask
• Proactive, action oriented with strong time management skills
• Demonstrated ability to work effectively with diverse groups of individuals
• Proficient with MS Office Suite, strong excel and database experience
• Occasional lifting up to 40 pounds, as needed