Program Assistant II - EPHS (2019-72)

Company: Catholic Charities of Santa Clara County
Location: San Jose, CA
Status: Full Time

BACKGROUND:

Celebrating more than 60 years, Catholic Charities of Santa Clara County (CCSCC) creates pathways of hope and opportunity for disadvantaged people of all backgrounds in our region. Catholic Charities of Santa Clara County (CCSCC) is a California 501(c)(3) non-profit organization founded in 1955. The agency has extensive experience administering a variety of disaster, self-sufficiency, and housing-related projects to individuals and families.

The focus of the Disaster Recovery Self-Sufficiency Program (DRSSP) is designed to assist low-income individuals displaced by the Coyote Creek Flooding. Services will include a comprehensive spectrum of support to address barriers to economic self-sufficiency that disaster survivors often experience. The DRSSP will reflect CCSCC’s long-time commitment to using evidence-based practices, including assessment tools and curricula, a client centered philosophy, motivational interviewing, and reflective listening. Services will include intake, assessment, case management, life skills and job readiness training and placement, financial literacy support and referrals to additional services within CCSCC and through linkages to community partners. The Emergency Programs and Housing Services Division (EPHS) serve families experiencing emergencies (both natural and human made) disasters as well as housing services. The Disaster Recovery Self-Sufficiency Program is operated by the Division Director of Emergency Programs and Housing Services who reports directly to the agency’s CEO.

The mission of the Disaster Recovery Self-Sufficiency Program is to assist low-income individuals impacted by the Coyote Creek flooding by reducing economic barriers and improving their self-sufficiency. Often times lower income and minority communities are at an increased risk of natural disaster and less insulated against disaster-related economic shock. The DRSSP program will focus primarily on assisting clients in housing resources, increase their income and assets, and improve their access to food, health services, and other needed supports, all leading to greater self-sufficiency. Services will include: financial education and coaching, Individual Development Accounts, Employment Services, Public Benefits Navigation, English as a Second Language, Senior Services, Housing Services, and Ongoing Disaster Recovery Case Management and Referrals.

POSITION SUMMARY:

Provide comprehensive clerical and administrative support to the Division Director of Emergency Programs and Housing Services specifically focusing on DRSSP as well as assist Program Manager of DRSSP. Additionally, provide outreach to clients and assist with client workshops and translation. The program assistant will represent the program and its team members in all forms of communication to various CCSCC agency employees, executives, community partners, stakeholders, funders, board members, vendors and clients.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Coordinate job task assignments

2. Book rooms, prepare literature and coordinate event preparation for divisional trainings/events.

3. Managing the program’s voicemail and web inquiries by addressing messages.

4. Compile data and create program outcomes monthly reports.

5. Assisting DRSSP Division Director with necessary scheduling and team planning.

6. Assisting DRSSP Division Director and program manager with coordination of team trainings and outreach to stakeholders and communities impacted by the Coyote Creek Flood.

7. May provide outreach to communities impacted by disaster and conduct unmet needs assessments by canvassing neighborhoods going door-to-door with a potential geographic distance of Rock Springs, Olinder/Naglee Park, Brookwood Terrace, and Golden Wheel Mobile home Park/Oakland Road.

8. May develop and conduct workshops & community events with cultural competency (could be 1+ hrs/each with a potential to be standing entire time

9. Provide operational and administrative assistance to program leadership.

10. Coordinate travel plans for director and program manager events

11. Take primary responsibility for answering and forwarding all disaster and emergency calls to appropriate team members for their timely follow-up

12. Maintain the agency’s disaster electronic shared file, ensuring all documents are well organized and up-to-date in subfolders

13. Scanning and preparation of invoices for payment on a monthly basis.

14. Preparing presentations using PowerPoint.

15. Assist in IT and data integration projects

16. Quickly learn and adapt to new computer and web-based technologies.

17. Order supplies as needed

18. Arrange and coordinate meetings including logistical considerations such as reserving conference rooms, off-site locations, providing photocopies for attendees, audio visual set-up and refreshments.

19. Assisting management with documentation and status of approved projects.

20. Preparing appropriate written materials needed for case files, reporting, policies, procedures, and operational manuals.

21. Work with program leadership to meet Funder deliverables and prepare reports.

22. Participate in team building activities

23. Complete other duties as assigned.

QUALIFICATIONS

Education:

BA or BS in Business Administration, Communication, Psychology, Social Work or related field preferred. High School Diploma/GED required.

Experience:

At least one year of administrative support experience, preferably in the non-profit sector. (Equivalent education and experience that demonstrates the ability to perform the job may be considered.)

Required knowledge, skills & abilities:

1. Outstanding oral and written communications skills, including English fluency.

2. Bilingual/ bi-literate in English/Spanish or English/Vietnamese required.

3. Must possess a strong work ethic, enjoy working collaboratively, and be capable of working independently with a high level of reliability.

4. Ability to build and retain quality relationships with staff and maintain a strong team culture.

5. A high energy, optimistic attitude that encourages and motivates clients living in stressful, high pressure situations.

6. A proven commitment to continuous quality improvement, including an openness to constructive feedback.

7. Knowledge of modern office methods and practices, including filing systems, business, correspondence and presentations.

8. Excellent basic computer skills (e.g. keyboarding, Microsoft Word Office Suite, spreadsheets) as well as comfort with using cloud computing applications, electronic health records, as well as learning new technology tools quickly.

9. Exceptional organizational, problem-solving and time management skills.

10. Flexible, proactive, adaptable and able to work in a fast-paced, changing environment.

11. Respect for policy and procedure

12. Ability to exemplify professional attire and attitude

GENERAL:

1. Ability to sit for long periods.

2. Ability to lift 25 pounds.

3. Valid California driver’s license and personal automobile.

4. Automobile liability insurance according to agency requirements.

5. Must be able to pass agency’s background checks.

Working Conditions:

Work is performed at multiple sites, generally in an office environment, professional appearance and attire expected and required.

Hours and other conditions:

This is a full-time position. Some evenings and weekends will be required to meet the needs of the position.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.

Catholic Charities is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons seeking employment are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.

TRAVEL: Santa Clara County