Program Specialist- Guadalupe Community Center

Catholic Charities•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 Emergency Financial Assistance, Veteran and Family Relief, Nurturing Families, and Supporting Dads. Duties include processing financial and purchasing requests, entering data, screening and scheduling client appointments, supporting referrals and enrollments, making follow-up calls, maintaining files, and assisting with program and grant audit compliance. The role requires completion of assigned trainings and follow-up trainings to maintain compliance, and provides additional administrative support to the Associate Senior Director and Senior Director. The position supports department operations, financial tracking, inventory management, community outreach, and resource coordination. The Program Specialist participates in planning meetings, events, and workshops; maintains relationships with community organizations and service providers; and helps ensure marketing materials and community resource information remain current. The role requires confidentiality, adherence to organizational policies and safety protocols, cultural sensitivity, and a collaborative, solution-oriented approach. The work schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. Travel requirements are 98% local and 2% overnight per year.

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.
Reliable transportation.
Valid driver’s license, clean driving record, and valid vehicle liability insurance.
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.
Ability to collaborate in a team and work independently and proactively to meet deadlines.
Ability to maintain appropriate ethical boundaries and professional relationships.
Flexibility and adaptability in scheduling and rescheduling daily activities.
Detail-oriented, organized, and self-motivated approach; ability to work independently and as part of a team.
Good written and verbal communication skills.
Good critical-thinking and problem-solving skills.
Sensitivity to the service population’s cultural and socioeconomic characteristics.
Ability to maintain confidentiality and comply with safety protocols and organizational policies.

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.
Complete data entry in designated systems within three business days of service.
Use computerized data-entry and word-processing, spreadsheet, and file-maintenance programs to enter, store, retrieve, and summarize information for reports.
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 client initial enrollments virtually, by phone, or in person.
Help plan and set up meetings, events, and workshops, including organizing donations and assembling supplies and materials.
Follow ethical guidelines for purchasing, invoices, and payment authorizations.
Maintain inventories of office supplies and material assistance items.
Enter and track spending and transactions in agency-mandated online systems and file monthly expenses in collaboration with leadership and senior staff.
Plan and purchase requested supplies and material assistance items to maintain adequate inventory.
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 and medical service providers, and other community resources.
Identify, compile, and maintain a system for tracking community resources, updating it as needed.
Seek new and updated community resources and program-related topics.
Ensure marketing materials are available and up to date.
Help maintain an organized work environment.
Complete required professional development in a timely manner.
Use cultural sensitivity when serving people with varied backgrounds and socioeconomic characteristics.
Follow safety training and protocols and take precautions to protect the safety and well-being of self and others.
Protect confidential information, including client, donor, investigation, and financial information.
Adhere to the Code of Conduct and Faith and Moral Policy.
Use a solution-oriented approach 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.