Program Assistant - Boys & Girls Clubs of Garden Grove : Job Details

Job DetailsJob LocationFamily & Youth Outreach Program - Garden Grove, CAPosition TypeFull TimeEducation LevelAssociate DegreeSalary Range$20.00 - $22.00 HourlyJob ShiftFull Time (30+ hours/week)DescriptionClass: Non-Exempt, Full TimeHourly Rate: Starting at $20.00-$22.00/hour + comprehensive benefitsHours: 30+ hours, including evening and weekend hours - must be available 11am-8pm Monday-Thursday and Saturdays from 9am-5:30pmLocation: FYOPPrimary Function: Assists in English and Spanish correspondence and communications, reports, data entry, office upkeep, record keeping, scheduling, purchasing, equipment maintenance, volunteer supervision, financial records and opening and closing the office.Leadership

• Oversees the administration of FYOP programs and activities that support the BGCGG mission: Establishes priorities consistent with organizational goals and mission, Oversees the provision of daily program activities in accordance with established priorities, timelines and goals
• Works with supervisor to establish and maintain program goals and processes that ensure the health and safety of staff and clients
• Ensures program staff and volunteers understand and effectively communicate standards of programs and policies
• Assists FYOP Director in orienting and training staff in BGCGG policies and FYOP procedures
• Assists in training and overseeing volunteers

Strategic Planning

• Assists supervisor in program development, implementation and operations
• Assists in evaluating program on a continual basis and ensuring programs respond to current community needs

Health & Safety

• Ensures program meets health and safety standards and ensures the safety of all clients
• Takes actions to prevent accidents and responds to injury and signs of illness; ensures emergency procedures are implemented and followed
• Ensures that the front desk has coverage and that all clients are greeted when entering the building and are referred to the correct area

Resource Management

• Uses QuickBooks to collect and document payments, produce invoices for FYOP services, submit adjustment forms to finance department as needed, and audits finances monthly; ensures deposits are done daily and brought to the Administrative Building three times a week
• Completes monthly inventories and submits supply orders monthly
• Receives referrals, creates client case files, updates waitlist daily, conducts diversion intakes, facilitates diversion programs and classes as needed, tracks class attendance and survey answers for evaluation, assists in monthly case file audits, and provides translation for FYOP services as requested
• Assists in proper record keeping and reporting, including activities and events, conducted breakdowns of daily participation figures, notable achievements and any programs/issues
• Provides ongoing feedback and regular appraisal; identifies and supports areas for program improvement and staff development
• Ensures that all facilities, equipment and supplies are maintained

Technology

• Oversees client data collection and scheduling software for monitoring and evaluating schedules and program outcomes
• Trains staff in the use of computer software and checks for accuracy; processes client logs, terminations and contact letters
• Effectively uses Microsoft Office applications, electronic scheduling and database software
• Ensures that office equipment is maintained and repaired as needed

Marketing & Public Relations

• Increases staff awareness of other Family Strengthening Programs and BGCGG programs and updates
• Develops and maintains collaborative partnerships with families, community leaders and organizations
• Attends coordination meetings, case management and informational meetings in order to maintain and develop community partnerships and other meetings as necessary
• Assists with special events, makes necessary follow up calls, reports all child abuse cases to CAR and completes reports as needed

Self-Development

• Ensures a productive work environment by working as a member of a team, contributing to team meetings and providing information to support decision-making
• Continuously develops own knowledge and skills, manages own time and resources
• Performs all other duties as assigned

Communication

• Ensures program updates are effectively disseminated and communicated to FYOP team
• Answers phone calls, checks voicemails, completes referral forms, documents contact, takes messages and transfers calls to appropriate staff
• Communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, assists with requests and address complaints
• Maintains close, daily contact with staff, clients, parents and supervisors to receive/provide information, discuss issues, explain or interpret guidelines/instructions; instruct, and advise/counsel
• Maintains contact as needed with external community groups, schools, clients, BGCGG partners and others to promote BGCGG programs and events

QualificationsQualifications

• One year experience and AA degree in related field; experience working with families and youth
• Bilingual capabilities required (Spanish or Vietnamese)
• Reliable transportation, safe driving record, driver license, 2 years of driving experience, and automobile insurance required
• Knowledge and experience with Microsoft Office preferred

Knowledge, Skills, & Abilities

• Demonstrated experience in office administrative duties and case management
• Knowledge of administrative and clerical procedures and systems such as managing files and records, following up on phone calls, receiving and documenting payments, conducting meetings, completing reports, and tracking data
• Ability to work with diverse populations in a culturally competent manner
• Ability to be resourceful and possess a knowledge of other community mental health resources for families
• Strong organizational skills with attention to detail, ability to follow-up and manage demanding workload
• Ability to prioritize and complete multiple tasks within expected deadlines
• Strong communication skills; both written and verbal, and ability to provide feedback regularly
• Excellent documentation skills with demonstrated ability to write clearly, concisely and descriptively
• Ability to remain objective in crisis situations and maintain healthy boundaries at all times
• Must work cooperatively and positively in a team approach with staff and management personnel
• Ability to work professionally and productively with minimum supervision and to take initiative on projects
• Knowledge of proper HIPAA and confidentiality regulations; ability to contribute to the quality of a high performing team
• Proficiency in using a variety of computer software applications, specifically, Excel, Word, Publisher and Outlook
• Skills working one-on-one with youth; ability to speak in front of large and small groups
• Skilled in speaking in front of groups; skills in reporting on budgets, program outcomes, purchasing and maintenance needs
• Skilled in providing effective training; networking skills and ability to establish collaborative relationships
• Must have sound judgment regarding safety; must take initiative for problem solving
• Ability to adapt and be flexible; ability to uphold the organization's mission and values

Requirements

• Position may require standing/sitting for extended periods of time, dexterity of hands and fingers to operate office equipment, reaching overhead, above the shoulders and horizontally, bending at the waist; seeing to review and analyze reports, documents or other reports; hearing and speaking to communicate and provide information to others; speaking to be heard before groups of people; position may require to lift, carry, pull or otherwise move objects between 10-20 pounds

BGCGG is an equal employment opportunity employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, gender expression, gender identity, marital status, or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities. I acknowledge that employment with BGCGG is based on the mutual consent that either I or BGCGG can terminate employment at-will with or without cause at any time. I understand and am capable of performing in a reasonable manner, with or without a reasonable accommodation, the duties and responsibilities described above.