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Program Assistant - Support a Non-Profit Mental Health Agency!

The Program Assistant is a supportive administrative role involved with managing the various facilities projects assigned by the Facilities Director and/or Project Manager. This is a highly visible role requiring clear communication and follow-up with agency staff as well as external contractors. This position reports to the Program Director and works closely with the Project Manager and Senior Administrative Assistant.


Responsibilities

  • Assist Project Manager with follow-up with contract workers i.e. general contractors, furniture builders, haulers, etc. to ensure work is completed on time and meets SFA standards.
  • Support SAA with MicroMain management, monitor and triage incoming requests in SAA’s absence.
  • Prepare correspondence (emails, memos, protocols, conferences, etc.) on behalf of Project Manager.
  • Maintain site appliance/water cooler logs and manage key inventory, making updates as necessary.
  • Make necessary purchases for each project and follow up on set up and delivery.
  • Support with Summer Staff supervision and coordinate occasional Volunteer Events.
  • Utilize New Property Checklist to ensure new sites are ready for occupancy with utilities, insurance, business licenses, etc., recording account numbers and other information.
  • Maintain and update Project Tracking spreadsheet and know details of project progress.
  • Ensure safety and satisfaction of all Seneca programs’ staff and clients.
  • Perform data input and analysis for EC, Fleet, and Facilities team.
  • Provide ad-hoc support to the Facilities Department team members as necessary.
  • Travel regularly to various Bay Area SFA sites to assess and monitor project needs/progress.
  • Perform all other duties and special projects as assigned by the Director or Project Manager.

Qualifications

  • At least one year of experience in an office setting
  • BA/BS degree preferred
  • Strong organizational and time management skills with ability to independently problem-solve
  • Ability to cultivate relationships with a variety of personalities and roles internally and externally
  • Interest in/desire to learn about property and facilities management
  • Access to reliable transportation and comfort driving various fleet vehicles
  • Comfort working both independently and as part of a collaborative team
  • Strong computer and technical skills including Microsoft Office programs
  • Ability to manage a high-volume workload with multiple deadlines and competing priorities
  • Fulfillment of TB test, fingerprinting and state clearance, and any other mandatory state/federal requirement

Schedule

  • Monday - Friday, flexible 9am to 5:30pm