Each Child in Every School

At Irvine Public Schools Foundation, we believe that every student deserves an educational experience complete with access to music, arts, and science programs, both during the school day and outside of the classroom. With community support and investment, together we can provide opportunities for our children that will help foster the next generation of thinkers, innovators, and creators.

For 25 years, we have served the Orange County community and have consistently ranked among the nation's leading education foundations. Our mission is to enrich the educational experience of each child in every school by providing programs, raising funds, and uniting the community in support of educational excellence.

The Opportunity

Irvine Public Schools Foundation (IPSF), an education non-profit headquartered in Irvine, CA, currently has an immediate opening for a Program Specialist to join our team. Working under the Program Manager, the successful candidate is a strong multitasker with high attention to detail who will provide comprehensive program coordination and administrative support to ensure the efficient running of IPSF programs, including IPSF Summer and Enrichment Day.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provides overall program coordination and administrative support to the Program Manager (Summer) for IPSF Summer Classes & Camps.

Assists families via email, phone, and in person with registration questions, online registration system troubleshooting, and general program inquiries.

Communicates effectively and courteously with all contacts - internal and external. Works well with diverse people.

Tracks IPSF Summer registrations, waitlists, class changes, refunds, and class cancellations. Documents progress and follows up as required.

Processes credit cards, checks, and refunds as required. Keeps detailed, confidential records and completes all data entry in a timely manner.

Contributes to IPSF Summer class planning by editing class descriptions, organizing class lists, and proofreading.

Assists in maintaining all Summer files, electronic and paper, and sends appropriate notifications as directed.

Prepares and processes vendor check requests and summer staff reimbursements.

Maintains proficiency in online software used for program registration and reporting.

Schedules meetings and trainings and attends as requested.

Assists in the coordination of Enrichment Day programs, including vendor contracts, program registrations, and logistics.

Coordinates volunteer opportunities for IPSF Programs and other departments as needed.

Attends and assists at various IPSF events as needed (occasional evenings/weekends), including set up, tear down, and participation in IPSF related marketing initiatives.

Provides office reception duties including answering phones and managing front door access as needed.

Provides additional support to all other IPSF programs as needed.

Conducts research on program development and new vendors opportunities.

Participates in general office administrative support and processes incoming mail as needed.

Drives personal car on work errands and for other purposes; maintains driving record and personal car insurance in accordance with organization’s policies and provides related records periodically.

Meets all requirements for confidentiality and for management of program, finance, and personnel information including distribution controls, secure filing and disposal, and records and retention storage.

Performs other related duties as required. Duties and responsibilities may be added, deleted, modified, or changed at any time at IPSF’s discretion. Changes may be made formally or informally, either verbally or in writing.

KNOWLEDGE, SKILLS, AND ABILITIES:

Uses critical thinking skills to create documents and spreadsheets and interprets information furnished in written, oral, diagram, or schedule form.

Uses skill and judgment to problem-solve and ensure written and verbal communications are clear, accurate, grammatically correct, and of appropriate tone. Able to formulate appropriate responses to requests for services and information from internal and external customers.

Uses decision-making skills and judgment to work independently to resolve problems in a timely manner; able to identify those situations that require supervisor intervention for a solution.

Possesses a strong sense of professionalism and punctuality.

Extremely organized, detail-oriented, and effectively manages tasks independently by setting goals based on available information to meet deadlines.

Resilient to unexpected setbacks; able to adapt to frequent shifts in priorities while staying focused and calm.

Maintains current knowledge of and complies with organizational and department policies and procedures.

Excellent computer skills with a high degree of accuracy.

Proficient in Microsoft Office Tools such as Word, Excel, Outlook, and PowerPoint.

Strong Internet research skills and proficient understanding of Google Applications

Familiarity with Adobe Suite (InDesign, Illustrator, Photoshop) a plus.

Experience with task management tools such as Asana and Microsoft Planner a plus.

EDUCATION AND EXPERIENCE:

High school diploma required.

Associate’s degree or higher degree desired.

Three years of office experience performing detailed tasks desired.

One year of customer service experience required.