Program Assistant

Job Title: Program Assistant

Overview: The Program Assistant plays a critical role in supporting the administrative and operational functions of the department. This position ensures the efficient handling of referrals, reports, deliverables, and communication, while maintaining high standards of quality and timeliness. The Program Assistant collaborates closely with leadership and multidisciplinary teams to ensure the success of various programs.

Basic Responsibilities:

• Enter referrals into the system database accurately and promptly.
• Run internal reports daily to monitor work quality and adherence to timelines.
• Track deliverables and follow up on overdue items via email, phone calls, or other communication channels.
• Provide leadership with updated program information and ensure weekly status updates.
• Coordinate administrative tasks such as meet-and-greet scheduling and organizing hub application inquiries.
• Complete purchase orders for necessary office supplies.
• Handle daily printing and mailer tasks.
• Provide other administrative and operational support as required by the department.

Must-Have Skills/Qualifications:

• High school diploma or equivalent; an associate or bachelor's degree is preferred.
• Proven experience in an administrative role.
• Familiarity with office management systems and procedures.
• Proficiency in database management and Microsoft Office Suite.
• Bilingual capabilities preferred.

Key Characteristics, Skills, and Competencies:

• Highly motivated and able to work with minimal supervision.
• Strong attention to detail and organizational skills.
• Ability to multitask and perform under pressure.
• Dependable, adaptable, and a team player.
• Excellent verbal and written communication skills.
• Strong data entry skills and computer proficiency.

Schedule:

• Monday to Friday, 8:30 AM - 5:00 PM.

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO) , and the California Fair Chance Act (CFCA).

This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.

For California Applicants:

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO) , and the California Fair Chance Act (CFCA).

This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.