Program Support Specialist

Wah Mei•San Francisco, CA

About The Position

This position was created to help the agency build administrative and operational infrastructure, support the various special projects (particularly as the agency pursues facilities enhancements, program expansion and or efficiencies, and stabilizes its infrastructure .. ie: tech, use of space, operations, facilities, etc.), and ongoing agency programs. This position is responsible for three (3) areas, approximated to be equally ⅓ time: 1) food program coordination; 2) operational support including but not limited to: purchasing / ordering, facilities, tech, etc; and 3) Development, and specifically support of grant writing / management, logistical support of Communications (IG, eblasts, campaigns, etc) and events. This position is a “utility” / support type role / function and can potentially grow into a higher coordination / management level position.

Requirements

Minimum 2 years of relevant, paid work experience
Self-motivated and able to work both independently and in a team setting
Passionate about working with co-workers and the community
Excellent interpersonal, supervision, and customer service skills
Models good judgment and effective problem solving
Strong organizational skills and attention to detail
Strong written and verbal communication skills
Detail oriented, organized, analytical, ability to multitask
Proactive, action oriented with strong time management skills
Demonstrated ability to work effectively with diverse groups of individuals
Proficient with MS Office Suite, strong excel and database experience

Nice To Haves

Bilingual in Chinese/English, preferred

Responsibilities

Food program coordination
Operational support including but not limited to: purchasing / ordering, facilities, tech, etc
Development, and specifically support of grant writing / management, logistical support of Communications (IG, eblasts, campaigns, etc) and events
Facilities maintenance, upgrades, monitoring, and management of licensed and un-licensed facilities
Information Technology, including laptop purchases, inventory recording, technology recommendation, etc
Oversee ordering / purchasing for agency and program needs
Monitor purchasing system for efficiency
Maintain and document order system of requests, purchasing, recording, tracing, and tracking
Manage a “par system” of generally used “standard” items (ie: office supplies like paper clips, scissors, tape; kitchen materials / supplies like dish soap, sponges, towels; custodial supplies like cleansers, mops, brooms, etc.)
Manage, support, participate, and lead special activities / projects, as directed.
Problem solve key matters related to non-program and program supported operations.
Convene key parties / stakeholders in execution of activities / events
Inventory, store, and maintain signage, supplies, materials, and equipment (ie: A/V equipment, stage/staging, tables/chairs, etc) related to event / activities
Work with Communications / Development in support of promotion, outreach, and marketing of community events, as warranted
Provide logistical support in agency communications channels (ie: IG, eblasts, etc)
Provide logistical support in agency campaigns (ie: Annual Appeal, Winter Appeal, Give in May, etc)
Work closely with Executive Director and Program Directors to support additional program activities including grant writing, grant management / tracking, reporting, etc
Work with Development department in support of securing sponsors, donors, in-kind services, volunteers and supportive labor, as needed
Create, maintain, manage, and monitor agency and community special events / activity calendar.
Marshall support, secure and align resources, and monitor budget, and maintain oversight of selected agency/ department event / activities
Coordinate, support, direct, guide, and help to produce agency branded, supported, and initiated selected program events including but not limited to: PS Graduation, Meet & Greet Picnic, Chinese New Year, Halloween, Winter Holiday Celebration, and staff gatherings (ie: staff PD in-service / training, lunch appreciations, etc)
Provide logistical and administrative support to the agency’s Annual Fundraiser: Spring Gala
Solicitation and follow up with donors, vendors, contributors towards sponsorships, contributions, ticket sales, etc
Solicitation and follow up with donors, vendors, contributors for live and online auction.
Manage database of auction item solicitation
Mail, email, and followup of auction item solicitation