Position Title: Program Assistant

Organization: Jewish Family Service of San Diego

Department: Migrant Shelter

Position Type: Full-Time (37.5+ hours/week), Non-Exempt

Work Setting: Onsite

Reports To: Program Assistant Coordinator

Pay Range: $23.18/hour

Total Compensation:

In addition to standard pay, compensation for this position includes:

• Comprehensive, low-cost healthcare coverage for employees
• Generous employer 401(k) contributions
• Employer-covered life insurance

Time Away from Work:

Being able to take time away from work is critical in bringing your best self to work. Time off benefits for this position include:

• Generous paid vacation time and sick leave
• 17 paid holidays, including Federal, Jewish, and floating holidays
• 2 Wellness Days to be taken any time during the year to support employees’ mental wellness

Position Overview:

Jewish Family Service provides robust immigration legal services in addition to humanitarian and respite shelter for asylum seekers who have been released into the United States by the Department of Homeland Security. In partnership with the San Diego Rapid Response Network, JFS provide case management, travel assistance, nutrition services, medical screenings, and financial support for migrant families.

JFS is looking for a compassionate, mission-driven individual to join the Migrant Shelter team as the Program Assistant. In this role, you have the opportunity to use your organization and attention to detail skills and inventory management experience to make a meaningful difference in your community and help change lives across San Diego. The Program Assistant plays an integral role on the team and supports the entire agency by providing critical inventory management and procurement support to our Shelter. The Program Assistant provides support for multi-layered program operations, focused on administrative office support, including but not limited to maintaining inventory, ordering supplies, delivering items to office locations, mail preparation, data entry, and special projects. The candidate must have experience and a strong desire to work in a fast-paced team environment. This position reports directly to the Program Assistant Coordinator and works closely with the Logistics Leads and the rest of the Migrant Shelter team.

Responsibilities :

• Conduct weekly inventory and ordering for shelter operations, including office supplies, food, clothing, and other ancillary needs
• Manage inventory, ensuring all items are accounted for, received, and stored in accordance with shelter processes
• Provide guidance and direction to staff members to ensure proper accountability of inventory
• Conduct reconciliation of hotel rooms in coordination with hotel management
• Identify and resolve discrepancies during reconciliations and in their own day-day tasks/data entry
• Assist with donation management, ensuring all donated items for the shelter are received and logged
• Assist with research of products for procurement; considering price, availability, turnaround time, and providing summary data to highlight comparisons
• Ensure accurate reporting and record keeping including maintaining organized digital and physical files
• Create/update process documents to ensure operational continuity
• Communicate and collaborate with external vendors
• Engage with internal leadership team
• Participate in required trainings
• Provide support as needed to the Shelter Finance team
• Other duties that support the overall operation of the shelter, as assigned

Skills/Experience/Abilities That Are a Must-Have:

• At least one year of prior relevant experience providing administrative support in an office setting
• Highly proficient in Microsoft Office programs, especially: Word, Excel, and Outlook
• Strong attention to detail for spreadsheets, tracking, and task documentation
• Strong deductive reasoning skills and judgment, with the ability to work independently, plan, organize, and manage multiple tasks and deadlines in a timely order in a continually changing work environment
• Bilingual (English and Spanish)
• Must be proficient in English with excellent verbal and written communication skills and have ability to maintain professionalism and positive interpersonal interactions
• Ability to streamline systems to increase efficiency and operational flow
• Ability to work cohesively with various levels of staff and contracted vendors
• Ability to maintain the highest levels of confidentiality and discretion
• Willing to occasionally adjust work schedule based on operational need
• Commitment to excellence and ability to provide high quality work
• Ability to multi-task and prioritize based on most urgent needs
• Valid driver’s license, access to an automobile, insurance, and willingness to drive to off-site locations

Skills/Abilities We’d Like You to Have :

• Enjoys working with and around culturally diverse populations
• Enjoys being organized and efficient while challenged with everchanging variables
• Thrives in a dynamic environment in which priorities often shift quickly
• Creative, innovative thinker who embraces new ways of approaching challenges and opportunities
• Familiarity with client database systems
• Prior experience working in a nonprofit setting
• A desire to have fun and laugh while working hard

Additional Information Required Upon Hire:

• Self-attestation of immunizations against communicable diseases, including COVID-19 vaccine and booster.

Important Notice:

Incomplete submissions will not be considered. Please, no phone calls. Please, principals only. Please, local candidates only (relocation is not provided).

About Jewish Family Service of San Diego
Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community. For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving. At Jewish Family Service, we believe our employees are the backbone of our Agency. We strive to ensure that each employee is treated with dignity and respect. Our goal is your success. Come work at JFS and be our partner in Moving Forward Together. To learn more about JFS, please visit jfssd.org.

*Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.