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