Program Support Assistant

Title: Program Support Assistant

Department: HICAP - San Francisco

FLSA Status: Non-Exempt

Reports To: Program Manager

Summary: To support the day-to-day operations and assist in ensuring compliance with program requirements.

Essential Functions:

1. Documents services/activities; updates computer data and records according to program protocols; prepares Public and Media reports for the California Department of Aging (CDA) and additional reports as requested; performs input to SHARP (PeerPlace).

2. Maintains up-to-date, easily accessible records of the contact information of volunteers, sites, and referral sources; maintains mailing lists/labels for counselors, sites, and community partners.

3. Provides administrative support to the volunteer program, including scheduling, communications, and data entry.

4. Responds to volunteer inquiries via email, phone, and in-person in a timely and professional manner.

5. Supports and assists volunteers’ needs, assisting clients via email, phone, mail, and in-person.

6. Coordinates logistics for meetings and program activities.

7. Answers phone calls, returns voicemail messages, and coordinates and confirms appointments.

8. Greets and assists drop-in clients in a courteous and professional manner, addressing inquiries and connecting them to appropriate services or staff.

9. Supports general office upkeep to maintain an organized work environment.

10. Collaborates with other team members to ensure consistent volunteer experiences.

11. Assists in collecting and organizing client feedback through surveys to support program evaluation and improvement.

12. Participates in community outreach events, enrollment events, workgroups, and training sessions; reports back to staff and volunteers to better promote HICAP service.

13. If bilingual, assists staff by providing translation and preparing additional outreach materials (e.g., brochures, pamphlets, press releases, announcements, flyers, posters, and signs) as needed.

14. Attends agency and program meetings, in-service training, and other meetings as assigned.

15. Performs other duties as assigned to support the success of the program.

Qualifications:

1. High school graduate with at least one year of experience working in an office setting. College degree preferred.

2. Ability to maintain a variety of record-keeping systems and perform routine data entry.

3. Must have or obtain criminal record clearance.

4. Must complete HICAP counselor registration within 2 months of employment.

5. Knowledge and understanding of Medicare, government-related programs, and current health care systems preferred.

6. Proficient in Microsoft Office, Apple MAC, and Google Calendar.

7. Must be self-motivated, have great attention to detail, good organizational skills, and the ability to manage and prioritize multiple tasks and meet deadlines in a dynamic environment.

8. Ability to work independently and as part of a team.

9. A passion for community service and volunteerism.

10. Excellent verbal and written communication and interpersonal skills; experience in group presentations a plus.

11. Bilingual in English and Spanish, Cantonese, Russian, Southeast Asian, or Vietnamese preferred.

12. Occasionally able to lift or carry up to 25 pounds.

13. Must be sensitive to the needs of the elderly from diverse minority cultures, people with disabilities, and LGBTQI communities.

Self-Help for the Elderly is an Equal Employment Opportunity/Affirmation Action Employer and we welcome diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, national origin, sexual orientation, disability, protected veteran status or any other characteristics protected by law. We participate in E-Verify.

Qualified applicants with criminal history will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.

We may provide reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application or hiring process, please call (415) 677-7600 for special assistance.