Program Assistant

Organizational Overview

Upward Bound House (UBH) is dedicated to ending the circle of intergenerational family homelessness. We compassionately provide a continuum of services ranging from crisis housing to permanent housing and homelessness prevention.  With over 30 years of experience in family homelessness, UBH is a leading services provider, contributing to and advocating for lasting solutions to end family homelessness. Our diverse team is passionate about our mission. UBH provides a fast-paced environment that values empowerment, collaboration, diversity, relationships, efficiency and communication. UBH provides a supportive, caring and merit-based environment for team members and is vested in their growth and development.  We seek employees who are passionate about serving and making a difference in the lives of others.

Summary

The Program Assistant provides essential administrative and organizational support to the Director of Programs and serves as a primary contact for client inquiries, redirecting them to the appropriate program staff for resolution. This role plays a critical part in ensuring client concerns are routed effectively, creating a streamlined and organized approach to client communications and inquiries across the Programs Department. Additionally, the Program Assistant manages daily scheduling, prioritizes key meetings, and provides ongoing support to enhance programmatic operations, ensuring the Programs Department runs efficiently and effectively. The Program Assistant collaborates with department managers, providing logistical support, assisting with documentation, organizing program materials, and filling in any administrative gaps across unfilled roles. This role serves as an essential link across the Programs Department, helping maintain cohesive workflows, and facilitating communication to enhance team alignment and support. This position is primarily office-based, with occasional visits to program sites as needed. Regular business hours with flexibility for meetings that may occur outside standard hours.

ESSENTIAL FUNCTIONS

Client Communications and Support

• Serve as the initial point of contact for client inquiries or concerns that come through Program’s office, redirecting clients to the appropriate case manager or program staff as needed.
• Maintain a log of client interactions and follow-ups, ensuring concerns are resolved in a timely manner and tracked for future reference.
• Proactively communicate with program managers and case managers regarding any escalated issues or ongoing client needs.

Scheduling and Calendar Management

• Manage and prioritize Director of Program’s schedule, setting daily and weekly appointments with internal teams, external partners, and clients as required.
• Organize and prepare for important meetings, including coordinating agendas, confirming attendees, and preparing meeting materials.
• Support in coordinating interim management responsibilities for unfilled program roles.

Administrative Support

• Handle incoming calls and correspondence, ensuring Director of Program’s time is spent on high-priority tasks.
• Maintain up-to-date records of program information, contact lists, and important documents.
• Provide logistical and clerical support as needed for program-related projects and initiatives, including assisting with documentation, and organizing program materials.

Liaison for Program Needs

• Act as a liaison between Director of Programs and various program teams to ensure effective communication and task delegation.
• Coordinate with internal and external partners to address any client issues that require assistance or resources outside the immediate team.
• Help fill operational gaps, working closely with other support staff, managers, and directors across programs to enhance collaborative efforts and maintain efficient workflows.

QUALIFICATIONS

• Associate’s degree in Business Administration, Social Services, or a related field (Bachelor’s preferred).
• Minimum of 2 years of experience in an administrative or support role, ideally within social services or nonprofit environments.
• Excellent communication and interpersonal skills, with an ability to manage sensitive client communications effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and calendar management tools.
• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time efficiently.
• Excellent communication skills, both oral and written.
• Experience working with a diverse population, with sensitivity to differences in culture, religion, sexual orientation, race, age, and physical and mental Illness.
  
• Position requires travel primarily in Los Angeles County.
• Ability to work varied hours/days including evenings/weekends/holidays.
• Valid California driver’s license and proof of auto insurance.

MANDATORY REQUIREMENTS

• Employment Eligibility Verification
• Reliable transportation
• Updated tuberculosis test
• Successful completion of background
• CPR/First Aid training
• Must have Valid CA Driver's License
• Must provide proof of insurance coverage
• Must be able to qualify for UBH drivers’ insurance coverage

BENEFITS

• Competitive salary based on experience and qualifications.
• Health, dental, and vision insurance options.
• Retirement savings plan.
• Paid time off and holidays.
• Opportunities for professional development and growth within the organization.

PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  If you require an accommodation, please make sure to inform the Human Resources Department by the first week of employment. If an accommodation is not required at the time of employment, but is later required, you must inform the Human Resources Department of the need for accommodation at the time it is needed.

If you are passionate about making a positive impact in the lives of individuals experiencing housing insecurity and possess the skills and qualifications outlined above, we encourage you to apply for this rewarding opportunity as an Intake Coordinator/Life Skills Facilitator for our Interim Housing Program.

Salary : $20 - $24