Program Assistant

Under the supervision of the Program Director, the Program Assistant provides administrative support by scheduling appointments, responding to inquiries from callers, and maintaining department records. The role includes assisting the team with clerical tasks, managing routine administrative duties, and handling business-related details. Responsibilities also involve tasks such as processing vendor payments, submitting IT requests, coordinating training sessions and meetings, and managing the procurement of office supplies.

• Administrative Management
  • Maintain and update team resources, such as the SSVF Share Drive, team phone lists, and the birthday calendar.
  • Coordinate team activities, including scheduling meetings, reserving rooms, and preparing meeting notes.
  • Support new hire onboarding by managing badge/access requests, equipment requisitions and documentation, S-Fax, ordering business cards, etc.
  • Create and maintain forms, logs, and trackers to support operational efficiency.

• Event and Volunteer Coordination
  • Organize event planning, including preparing event supplies and printing flyers.
  • Coordinate volunteer recruitment and training for annual events, such as the PIT Count, and pickup/distribute event materials like shirts.
  • Recognize staff birthdays with purchasing cards and cupcakes, and signing of cards.

• Procurement and Financial Oversight
  • Reconcile monthly P-Card purchases, including travel, supplies, USPS, and conference/training expenses, using Chrome River.
  • Process certified check mailings and equipment purchase requests.
  • Handle payments for services such as HMIS and LSLA, following established procurement policies.
  • Ensure timely collection of checks from FAPO.

• Records and Compliance
  • Maintain accurate logs and records for training completion, service reports, and program payments.
  • Assist with audits by organizing and retrieving required files.
  • Ensure compliance with team training completion and maintain related training documentation.

• Office and Equipment Maintenance
  • Manage office supply inventory and order supplies as needed.
  • Maintain staff equipment logs and coordinate equipment transfers, cancellations, or service requests.
  • Oversee backup key inventory, including updates for desks and cabinets when switched, and coordinate locksmith services.

• Travel and Scheduling Support
  • Schedule business trips and conferences, including per diem requests and expense closeouts.
  • Maintain an up-to-date staff calendar and travel expenditure log.

• Technology and IT Coordination
  • Submit IT service requests and ensure team access to S-Fax and other essential systems.
  • Document emails, service reports, and payments for LSLA; maintain organized records.

• Special Projects and Team Support
  • Provide support for special projects and initiatives as assigned.
  • Ensure storage and organization of client files, both on-site and in off-site storage.