Program Specialist- Guadalupe Community Center

Archdiocese of San Antonio•San Antonio, TX

About The Position

The Program Specialist provides program coordination and administrative support to the Essential Support Services and Family & Children Services departments, including the Emergency Financial Assistance, Veteran and Family Relief, Nurturing Families, and Supporting Dads programs. Duties include processing purchase and vendor requests, entering data, screening and scheduling client appointments, following up with clients, assisting with referrals and enrollments, maintaining records and supplies, and supporting program and grant audit compliance. The role also assists the Associate Senior Director and Senior Director with administrative tasks and program data tracking. The position supports financial and inventory processes, community outreach and resource tracking, meetings, events, and workshops. It requires timely completion of assigned training, adherence to safety protocols and confidentiality requirements, and a culturally sensitive, collaborative, and solution-oriented approach. Travel is 98% local and 2% overnight per year. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. Compensation is $20.00 per hour.

Requirements

Must be at least 21 years old.
High school diploma or GED required.
At least two years of experience in office administration, program support, education, compliance, case management, data entry, or an equivalent combination of training and experience.
Extensive working knowledge of community resources and social services.
Proficiency with a personal computer, email, internet, and Microsoft Office 365.
Ability to work in a culturally sensitive manner with people from various backgrounds.
Ability to build strong relationships and collaborate in a team environment, as well as work independently and proactively to meet deadlines.
Ability to maintain appropriate ethical boundaries and professional relationships.
Flexibility and adaptability, including the ability to schedule and reschedule daily activities based on multiple factors.
Detail-oriented, organized, and self-motivated; able to work independently and as part of a team.
Good written and verbal communication skills.
Good critical thinking and problem-solving skills.
Reliable transportation, a valid driver license, a clean driving record, and valid vehicle liability insurance.

Nice To Haves

Associate degree in a business-related field, community health, or child development.
Bilingual in Spanish.
Experience with database systems.

Responsibilities

Provide administrative support to the Essential Support Services and Family & Children Services departments and their programs.
Submit vendor and purchase requests in the Intacct database.
Enter data into designated systems within three business days of service and maintain or retrieve information using computer and office software.
Collaborate with department leadership to monitor and track program data, outcomes, and outputs.
Process and track client referrals, including email referrals, screening calls, and outcomes.
Assist with initial client enrollments virtually, by phone, and in person.
Assist with planning meetings, events, and workshops, including organizing donations and assembling supplies, incentives, and educational materials.
Follow ethical guidelines when purchasing, completing invoices, and processing payment authorizations.
Maintain inventory of office supplies and material assistance items; plan and purchase items with department leadership and senior staff.
Enter and track spending and transactions in agency-required online systems and file monthly expenses.
Ensure forms, materials, and supplies are ordered or purchased in a timely manner.
Participate in community outreach, including distributing program information, attending meetings, and providing in-services.
Cultivate positive relationships with funding entities, faith-based organizations, donors, social service and medical providers, and other community resources.
Maintain and update a system for tracking community resources and seek new or updated resources and program-related topics.
Ensure marketing materials are available and updated, and help maintain an organized work environment.
Complete required professional development and assigned trainings in a timely manner.
Follow safety training and protocols and take precautions to support the safety and well-being of self and others.
Protect confidential client, donor, organizational, investigation, and financial information.
Adhere to the Code of Conduct and Faith and Moral Policy and promote collaboration and commitment to the organization’s mission and vision.
Perform other duties as assigned by the Associate Senior Director and/or Senior Director.