What are the responsibilities and job description for the Program Assistant position at Jewish Vocational Service (JVS)?
Why Join JVS?
JVS is a nonprofit working to close opportunity gaps in employment by supporting jobseekers with the skills and confidence to secure quality careers with family-sustaining wages. Grounded in core values of racial equity and focused on helping our program participants achieve economic mobility, we believe everyone deserves access to training and the chance for a good job. JVS develops training programs in close partnership with employers in high growth sectors, offering high quality jobs.
Building on decades of experience and success, JVS is a data-driven organization that takes a whole systems approach to addressing employment and economic equity. Through our direct service programs, employer engagement and policy change, JVS is working toward a future where everyone has access to quality education and training programs that lead to high quality employment and economic mobility.
The Role
The Program Assistant within the Contract Compliance team in the Program department is integral to ensuring smooth program operations. This role involves logistical coordination, document management, program supply management, program setup, administering surveys, and event support. The ideal candidate will demonstrate strong organizational skills, meticulous attention to detail, and effective communication with both internal and external stakeholders.
Scope
Program Logistic Coordination:
- Confirm program schedules with functional teams to ensure alignment.
- Create and maintain program calendars, syllabi, and program debrief documents.
- Secure and coordinate rental spaces for program activities, ensuring appropriate venues for program events and classes.
- Support program staff by entering participant data into JVS’s database, including enrollments, closures, training completions, educational attainments, and follow-ups.
- Conduct Quality Assurance on data entries to ensure accuracy and compliance with organizational standards.
- Collect and maintain confidential participant information related to eligibility and assist in the assessment process.
- Prepare and maintain participant files for program monitoring, fiscal audits, and ensure they meet compliance with contract requirements.
- Support all aspects of contract management, including compliance, file management, and data tracking.
- Create SharePoint file structures for program documentation.
- Prepare JVS documents in DocuSign and send packets, ensuring information is accurately signed.
Program Set up and Support:
- Confirm and reserve Zoom and Google classrooms for program use.
- Prepare orientation materials and set up Google Classroom, Teams, and LMS user accounts.
- Troubleshoot login issues for participants to ensure smooth access to online resources.
- Order program supplies as needed and fulfill participant resource requests.
- Prepare and maintain program materials to support training and participant activities.
- Administer program surveys to gather feedback and assess participant satisfaction.
- Provide staff support for in-house and community events, such as employer engagement events, ensuring successful execution and participation.
Qualifications
Minimum Qualifications:
- Strong verbal communication skills and clear writing abilities.
- Ability to support a variety of programs and pivot as needed to meet overall agency needs.
- Strong organizational skills with exceptional attention to detail and ability to meet deadlines.
- Works cooperatively with colleagues and participants, reaching out across teams to identify helpful resources.
- Demonstrates creative problem-solving skills and knows when to seek help.
- Demonstrated experience providing high-volume administrative support in a dynamic setting.
- Proficiency with Microsoft Office applications and CRM databases
- Experience in direct service or participant support roles.
- Experience coordinating space and scheduling needs on a large scale, while reconciling competing space/time requirements.
- Demonstrated experience with Salesforce, Microsoft office and Google products.
- Understanding of workforce development work.
What We Offer
- Annual Salary: $52000 - $56000
100% covered medical and dental plans for the employee
Accrued sixteen (16) days of Vacation accrued ten (10) days of Paid Sick Leave
Paid federal and Jewish holidays
3% 403(b) retirement contribution match and 3% non-elective contribution
Healthcare and Dependent Care FSA
Pet Insurance Discounts
Employee Assistance Program
Professional development opportunities and $500 Work-From-Home stipend
This position is hybrid with the expectation of working in our San Francisco office; JVS does not provide relocation packages
4 Day Work Week
As an Equal Opportunity Employer, JVS is committed to providing employment opportunities to all qualified individuals and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics, or any other basis prohibited by applicable law. We welcome diverse applicants. Please let us know if you need accommodations or auxiliary aids for the interview process
Salary : $52,000 - $56,000
