Reports To: Program Manager-SF ILSP

Location: San Francisco, CA

Schedule: Full Time

Compensation: DOE

Job Summary:

The Program Assistant will provide key data entry, clerical, programmatic, and operations support to the San Francisco Independent Living Skills Program of First Place for Youth. The Program Assistant will ensure compliance with the County of San Francisco on reporting and eligibility requirements of county foster care youth. The Program Assistant ensures all office operations are working accurately and efficiently which includes county documentation, office supply ordering, office equipment, and developing Program systems. The Program Assistant will also ensure accurate and efficient communication and coordination occurs between First Place for Youth and key funders along with First Place service partner organizations. The Program Assistant will provide programmatic support.

The Program Assistant will oversee ILSP’s functions as a resource and referral center open to youth, including building partnerships with other entities, offering weekly life skills workshops, and planning community building events and college tours.

Responsibilities:

Operations/Admin Responsibilities

  • Conduct necessary duties including: answer multi-line telephone from youth to answer questions and provide resources regarding the program, greet youth as they enter and provide them with support in the center, maintain scheduling database, collect information from visiting youth
  • Provide general and on-going program support for ILSP; includes filing, faxing, photocopying, business errands, phone calls, employee birthday tracking, etc.
  • Ensure youth files are up to date (i.e. there are copies of recent TILPS in youth files)
  • Assist Intake Specialist in completing out of county referrals for youth/being in communication with out of county youth needs
  • Distribute incoming mail and ensure outgoing mail is delivered; pull checks from mail, log, and pass onto Finance department.
  • Maintain a neat work environment; keep reception desk/area, conference room, kitchen and common areas clean
  • Complete office supply orders each month and ensure office supply inventory is maintained.
  • Office Equipment Maintenance such as but not limited to copier machine, fax machines, office telephones & alarm equipment, and so forth
  • Attend meetings and individual weekly supervision
  • Work with the Program Manager and team in planning & preparation for center site visits, meetings, activities, and events
  • Plan, organize, and facilitate SF ILSP workshops
  • Conduct weekly outreach for all SF ILSP workshops
  • Monitor and maintain the food cabinet; make trips as needed to the food bank to keep a good selection of snacks on hand at all times.
  • Enter all data on time and correctly to support program evaluation and outcomes tracking
  • Provide assistance with large mailings/copying jobs (in charge of calendar distribution)
  • Close down of center at end of day
  • Open center on one Saturday a month from 10am-1pm to offer drop in and transactional services
  • Other evening and weekend events as needed
  • Other duties as assigned

Qualifications:

  • BA strongly preferred; can be substituted for four or more years of program administration experience
  • At least one-year experience working with youth or in a youth program.
  • At least one-year experience as an administrative assistance or data entry.
  • Excellent organizational skills with strong attention to detail, particularly with maintaining and tracking data.
  • Ability to have positive interactions with youth who are in foster care or on probation.
  • Good office skills, including photocopying, faxing, filing, phones, and typing.
  • Computer literacy with Windows, MS Word, MS Excel and, other basic software applications.
  • Excellent organizational and prioritization skills.
  • High level of personal accountability for the quality and impact of work.
  • Willingness to work collaboratively, but with the capacity to work independently.
  • Friendly, cooperative and flexible demeanor.
  • Good time management skills, including punctuality.
  • Willingness to work collaboratively, but with the capacity to work independently.
  • Ability to work well under pressure, multi-task, and handle complex situations in a fast pace environment while maintaining good sense of humor, patience and tact.

Core Competencies

Required of all staff for successful performance at First Place

RELENTLESS PURSUIT OF EXCELLENCE

  • Intentional use of data to improve performance
  • Possesses strong drive, initiative and motivation
  • Detail and Results orientation
  • Demonstrates good work habits
  • Resiliency in persisting through setbacks
  • Demonstrated success, with the ability to think strategically while executing tactically within a resource-constrained environment.

STRATEGIC THINKING

  • Seeks and utilizes resources to inform and contextualize own work
  • Thinks interdependently, framing the goals of one department/project within the entire vision
  • Synthesizes information to make astute recommendations and/or decisions
  • Prioritizes goals for success.

INVESTMENT IN OTHERS

  • Creates an environment that maximizes the return on investment in others
  • Collaborates to set and achieve goals that comport with First Place’s mission, strategic plan and desired measurable outcomes
  • Creates and utilizes development opportunities to address individual needs and capacity to accomplish performance objectives
  • Creates and identifies opportunities for recognition of success
  • Provides supportive environment to learn from mistakes.

EFFECTIVE COMMUNICATION

  • Courageous, strategic, clear and direct communication that resolves discrepancies and overcomes challenges and obstacles to organizational success
  • Ability to respectfully ask questions, challenge, and communicate both positive and difficult messages to subordinates, superiors, peers and youth
  • Sound judgment regarding the appropriateness of guarding confidentiality to protect the privacy rights of colleagues or youth
  • Strong verbal and written communication skills.

COURAGE

  • Asks questions in order to learn and encourage dialogue
  • Willing to make mistakes and to be accountable for own work
  • Speaks about issues truthfully and without blame
  • Leads by example, displaying behavior that respects the mission, youth and First Place
  • Holds high expectations for self, one another and for our youth.

To apply for this position, please submit your cover letter and resume in ONE document to: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=417bb098-c12e-4e4b-ad8c-69dde4f46f54&ccId=19000101_000001&jobId=109077&source=CC2&lang=en_US