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Program Associate (Admin Associate)

Medix

Program Associate (Admin Associate)

San Jose, CA
Full Time
Paid
  • Responsibilities

    Job Description

    PROGRAM ASSOCIATE (ADMIN ASSOCIATE)

    FULL TIME

    PAY: Depending on edu. level and experience. Starting around $26 - $29/hr.

    HOURS: M-F, 8a-4:30p (approximately)

    LOCATION: San Jose, CA

    For a non-profit organization that provides services to people experiencing homelessness. Our mission is to end homelessness for individuals, families and communities. We believe our mission can be achieved by providing permanent housing and highly individualized supportive services. We are committed to improving the quality of services by creating a diverse and inclusive work environment for the community at large. We seek the input from clients, employees, and stakeholders to ensure service delivery and accessibility is equitable to all persons served.

    The PROGRAM ASSOCIATE will provide general administrative support to the San Jose leadership, staff, residents, and client participants. This position will assist with the overall organization of the department by assisting with the administrative duties, procedures, policies, and projects. The Program Associate will be responsible for maintaining the front entrance/access of the site to ensure all people are welcomed into a warm and inviting environment. The Program Associate will assist with the onboarding paperwork for new hires, will work closely with the Human Resources Department, and provide administrative and clerical support to management and direct line staff.

    MAKE A DIFFERENCE THROUGH ACTION - OVERVIEW OF RESPONSIBILITIES:

    The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions:

    • Provide administrative and clerical support to management
    • Coordinate purchases and procurement of approved requests for supplies, equipment, and client assistance items.
    • Coordinate regular maintenance of company vehicles
    • Assist with office management duties including IT support and maintenance of building
    • Assist with onboarding new staff into the department
    • Maintain and process sensitive information in accordance with confidentiality protocols
    • Assist with research, preparation, and written documentation for special projects, presentations, and meetings.
    • Plan and coordinate department meetings
    • Represent company at external meetings and provide management relevant summaries and updates
    • Maintain leadership calendar and scheduling
    • Assist with drafting written documentation and correspondence
    • Assist with completing reports as necessary
    • Monitor and input data collection
    • Respond to or redirect all inquiries to the company Help Line within 24 hours of inquiry
    • Greet residents, visitors, and guests and direct them appropriately
    • Provide back-up support for other tasks within the department
    • Coordinate timely communication and messages appropriately
    • Support to other staff/programs as needed.

    DOCUMENTATION

    • Maintain data tracking systems, including visitor logs, case notes, and complete HMIS entries.
    • Maintain accurate purchase records in online financial database system.
    • Prepare case-related reports including outcome reports and success stories with funders and the development department
    • Complete follow-up and retention services and provide back-up documentation in client file
    • Maintain complete and accurate documentation of service objectives and outcomes as well as other services in accordance with federal, state, county, and guidelines

    WHAT YOU BRING

    • People with lived experience are welcome and encouraged to apply.
    • Three to five years of related experience working with vulnerable populations or nonprofit setting OR Bachelor's degree OR Combination of education and work experience.
    • Able to work independently and as part the team and exercise mature and professional judgment
    • Strong written and verbal communication skills
    • Strong problem solving and conflict resolution skills
    • A highly motivated self-starter with the ability to coordinate multiple projects/tasks at once
    • Ability to maintain and execute confidential information per HIPAA standards
    • Efficiency and accuracy in data entry
    • Computer skills with proficiency in Microsoft Office and Outlook
    • Flexible, adaptable, and have the capability to work in a fast-paced professional environment
    • Able to work flexible work schedule including evening and weekends as needed
    • Maintain regular, consistent attendance

    MANDATORY REQUIREMENTS

    • Employment eligibility verification
    • Valid driver's license and auto insurance
    • Reliable transportation
    • Updated Tuberculosis test (provided upon acceptance of an offer)
    • Successful completion of background screening & drug test
    • CPR/First Aid Training
    • Must be fully COVID vaccinated
    • Ability to work flexible hours which may include evenings or weekends

    PHYSICAL DEMANDS

    • 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 essential job functions.
    • In the course of performing the job, this position typically spends time sitting, standing, climbing stairs, walking, carrying (20lbs), and lifting (20lbs).
    • Coordinate multiple tasks simultaneously.

    Company Description

    Here at Medix, we are dedicated to providing workforce solutions to clients throughout multiple industries. We have been named among the Best and Brightest Companies to Work For in the Nation for two consecutive years. Medix has also been ranked as one of the fastest growing companies by Inc. Magazine. Our commitment to our core purpose of positively impacting 20,000 lives affects not only the way we interact with our clients and talent, but also with our co-workers! The goal is lofty, but it is made attainable through the hard work and dedication of our teams and their willingness to lock arms together. Are you ready to lock arms with us?