Program Support Assistant

Self-Help for the Elderly•San Francisco, CA

20d

About The Position

The Program Support Assistant supports the day-to-day operations of the HICAP program in San Francisco and helps ensure compliance with program requirements. Reporting to the Program Manager, the role provides administrative and volunteer-program support, maintains program records and data, assists clients and volunteers, coordinates appointments and program activities, and contributes to outreach and program evaluation. The position may also provide translation and prepare outreach materials if the employee is bilingual.

Requirements

High school graduation and at least one year of experience working in an office setting.
Ability to maintain a variety of record-keeping systems and perform routine data entry.
Must have or obtain criminal record clearance.
Must complete HICAP counselor registration within two months of employment.
Proficiency in Microsoft Office, Apple Mac, and Google Calendar.
Self-motivation, strong attention to detail and organizational skills, and ability to manage and prioritize multiple tasks and meet deadlines in a dynamic environment.
Ability to work independently and as part of a team.
Excellent verbal and written communication and interpersonal skills.
Sensitivity to the needs of elderly people from diverse minority cultures, people with disabilities, and LGBTQI communities.
Ability to occasionally lift or carry up to 25 pounds.

Nice To Haves

College degree.
Knowledge and understanding of Medicare, government-related programs, and current health care systems.
Experience in group presentations.
Bilingual ability in English and Spanish, Cantonese, Russian, Southeast Asian languages, or Vietnamese.
Passion for community service and volunteerism.

Responsibilities

Document services and activities, update computer data and records according to program protocols, prepare Public and Media reports for the California Department of Aging and other requested reports, and enter information into SHARP (PeerPlace).
Maintain current, accessible contact records for volunteers, sites, and referral sources, and maintain mailing lists and labels for counselors, sites, and community partners.
Provide administrative support to the volunteer program, including scheduling, communications, and data entry.
Respond promptly and professionally to volunteer inquiries by email, phone, and in person.
Support volunteers’ needs and assist clients by email, phone, mail, and in person.
Coordinate logistics for meetings and program activities.
Answer phone calls, return voicemail messages, and coordinate and confirm appointments.
Greet and assist drop-in clients, address their inquiries, and connect them with appropriate services or staff.
Support general office upkeep and help maintain an organized work environment.
Collaborate with team members to ensure consistent volunteer experiences.
Collect and organize client feedback through surveys to support program evaluation and improvement.
Participate in community outreach and enrollment events, workgroups, and training sessions, and report back to staff and volunteers to help promote HICAP services.
If bilingual, assist staff with translation and prepare outreach materials such as brochures, pamphlets, press releases, announcements, flyers, posters, and signs as needed.
Attend agency and program meetings, in-service training, and other assigned meetings.
Perform other duties as assigned to support the program.