Program Assistant

Jewish Vocational Service (JVS) • San Francisco, CA

34d • $61,500 - $66,500 • Hybrid

About The Position

The Program Assistant role is integral to supporting smooth program operations and is part of the Program Department within the Contract Compliance team. This role involves administrative and logistical coordination, data and document management, procurement and program supply management, program setup, and event support. The ideal candidate will demonstrate strong organizational skills, meticulous attention to detail, and effective communication with both internal and external stakeholders.

Requirements

• Strong verbal communication skills and clear writing abilities.
• Ability to support a variety of programs and adapt to changing priorities and agency needs.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple tasks and deadlines.
• Ability to work collaboratively with colleagues, participants, and cross-functional teams to achieve program goals.
• Demonstrates creative problem-solving skills and sound judgment in determining when to seek guidance.
• Demonstrated experience providing high-volume administrative support in a fast-paced setting.
• Experience maintaining accurate records and handling confidential information with a high degree of discretion.
• Proficiency with Microsoft Office applications and CRM databases
• Willingness and ability to adapt to evolving workflows, systems, and processes.
• Understanding of or strong interest in workforce development.

Nice To Haves

• Experience in direct service, workforce development, or participant support roles.
• Experience coordinating space and scheduling needs on a large scale, while reconciling competing space/time requirements.
• Demonstrated experience with Salesforce, and Google Workspace applications.
• Experience using collaboration and workflow tools such as Slack, DocuSign, SharePoint, Calendly, and Asana.
• Experience supporting compliance, documentation, or data-tracking processes in a program or administrative setting.

Responsibilities

• Confirm program schedules with functional teams to ensure alignment and successful program delivery.
• Create and maintain program calendars, syllabi, and program debrief documents.
• Coordinate logistics for program meetings, orientations, trainings, graduations, and special events.
• Support program staff by entering participant data into JVS’s database, including enrollments, closures, training completions, educational attainments, and follow-ups.
• Conduct quality assurance on data entries to ensure accuracy and compliance with organizational standards.
• Collect participant personal identifiable information related to program eligibility, support the assessment process, and maintain data privacy and confidentiality in accordance with organizational requirements.
• Prepare and maintain participant files for program monitoring, audits, and fiscal reviews, ensuring compliance with contract requirements and support audit preparation activities.
• Support all aspects of contract management, including setup, compliance, file management, and data tracking.
• Prepare JVS documents in DocuSign, distribute signature packets, and ensure timely completion and accuracy of all required documentation.
• Maintain and update reports, spreadsheets, trackers, and related documentation to support program operations and compliance activities.
• Set up, manage, and prepare materials for virtual learning environments, including Zoom, Google Classroom, Microsoft Teams, and other related platforms; support onboarding and orientation activities within these systems.
• Grant access and troubleshoot login issues for participants to ensure smooth access to online resources.
• Coordinate the procurement and distribution of participant resources, technology, training materials, and other program supplies by sourcing vendors, obtaining and comparing quotes, placing orders, and fulfilling program and participant needs.
• Prepare and maintain program materials to support training and participant activities.

Benefits

• 100% covered medical and dental plans for the employee
• Accrued sixteen (16) days of Vacation + accrued ten (10) days of Paid Sick Leave
• Paid federal and Jewish holidays
• 3% 403(b) retirement contribution match and 3% non-elective contribution
• Healthcare and Dependent Care FSA
• Pet Insurance Discounts
• Employee Assistance Program
• Professional development opportunities and $500 Work-From-Home stipend

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed