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  • San Rafael, CA 94903
  • Sarah Hurley

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Program Assistant

Alzheimer's Association • San Rafael, CA

Posted 29 days ago

Job Snapshot

Part-Time
Not for Profit - Charitable, Social Services
Admin - Clerical, Nonprofit - Social Services

Job Description

POSITION SUMMARY
Under the direction of the Regional Director, the Program Assistant provides support for outreach and promotion, scheduling and logistics for the Alzheimer’s Association North Bay locations. The Program Assistant works closely with North Bay staff (San Rafael and Santa Rosa offices) and the San Jose Chapter leadership staff to assure smooth and efficient office operations. The Program Assistant has the primary responsibility for staffing the reception area and welcoming all visitors and callers. The Program Assistant provides information and referral to callers; directs calls to appropriate staff; assures excellent organization of materials, up-to-date data entry; organization of computer and paper files; helps organize volunteer tasks; and provides administrative support to the Regional Director and other staff.

This is a part-time position located in the San Rafael, California office, and reports to the Regional Director.

ESSENTIAL JOB FUNCTIONS

Family Services and Education Programs

  • Assist with logistical arrangements for educational programs and annual education conferences
  • Track and process sponsorships for annual education conferences
    Manage workshop and conference registrations in Personify database
  • Prepare materials for health fairs, trainings, presentations and meetings
  • Update support group and education program listings in Personify and community resources in ACO/RDB website databases
  • Ensure that information is updated in print materials prepared by Chapter Communications staff
  • Develop, coordinate and ensure promotion of programs, services and events; work with Chapter Communications staff and community partners
  • Review daily Contact Center report and follow up or distribute messages to appropriate staff for follow up as needed
    Transfer Helpline calls to the Contact Center
  • Responsible for ensuring 100% compliance of adherence of the Alzheimer's Association's Helpline Standards
  • Assist in coordination of supports groups, disseminate materials and collect attendance records; update support group listings in Personify database
  • Update Early Stage Support Group (ESSG) documents for each session: calendars, member lists, check-in sheets; prepare letters and invoices for ESSG participants to both new and returning attendees; assist with setup for weekly ESSG meetings by providing materials and supplies as needed; distribute new participant packets with emergency cards to new ESSG members
  • Administer large program mailings three times a year (family and community mailings)
  • Assist Director in the administration and management of Area Agency on Aging (AAA) grants which include data entry into the AAA database system; coordinating collection of subcontractor invoices and backup documentation; and submission of monthly invoices to Marin County, Sonoma County, and to the San Jose Chapter Accounting Department
  • Manage Personify program data and all records of required documentation
  • Maintain resource library updates for families 
  • Promote 800#, enews, TrialMatch and advocacy activities

Office Administration

  • Greet and welcome visitors and ensure their needs are met by connecting them to
    appropriate staff
  • Maintain coverage at the front desk during business hours (3 days per week)
  • Greet and assist support group and education program participants
  • Field wide range of incoming calls and emails; provide accurate and timely information or direct inquiry to the appropriate person
  • Process incoming donations, registration fees, honorariums, check requests and invoices weekly
  • Prepare quarterly petty cash report 
  • Assist staff and volunteers with office procedures, equipment and supplies
  • Manage calendar and contact lists for North Bay offices, including volunteer schedules and committee rosters
  • Maintain office organizational systems, files and common areas
  • Oversee facility operations and maintenance of office equipment 
  • Maintain office supplies monthly or as needed
  • Oversee office mailing and shipping
  • Update safety information and ensure that appropriate supplies are available
  • Suggest improvements to processes and systems
  • Other duties as assigned to meet Chapter and/or grant needs

Volunteer Coordination

  • Help recruit volunteers through VolunteerMatch and other volunteer outlets; forward applications to appropriate staff
  • Train and support volunteers, oversee office volunteer tasks, ensure tracking of volunteer hours 
  • Assist with annual volunteer appreciation event(s)

Special Events

  • Screen and route calls from The Longest Day and Walk to End Alzheimer’s participants needing assistance to appropriate staff
  • Use Convio to help participants register, fundraise and set up their own webpage
  • Field general questions about The Longest Day and Walk to End Alzheimer’s, and assist participants with registration and logistics around these events
  • Process team and participant funds that are turned into the office
  • Deposit cash donations and scan receipts to Chapter donor services
  • Provide administrative support to Special Events Manager and other event staff
  • Participate in at least two Walk to End Alzheimer’s annual events as requested

CULTURE OF COLLABORATION

  • Fully engage in a culture where team collaboration is highly valued
  • Work as a team to accomplish, if not exceed, organizational goals in the National Strategic Plan
  • Participate in Walk to End Alzheimer’s staff team and personal fundraising goals
  • Work at least one weekend in the fall for the Walk to End Alzheimer’s
  • Respond to public policy calls to action & participate in advocacy days
  • Enhance our culture of diversity and inclusion in all aspects of the job

KNOWLEDGE, SKILL, EXPERIENCE AND EDUCATION REQUIREMENTS

  • AA or Bachelor’s degree desired, preferably in gerontology, social work, public health or related field
  • Bilingual Spanish speaking is preferred
  • 2 years office administration or project management experience
  • Ability to work professionally and demonstrate excellent customer service, both internally and externally; provide first point of contact to organization
  • Well organized and detail-oriented with consistent and timely follow through 
  • Experience with Alzheimer’s disease, caregiving or aging issues desired
  • Microsoft Office, Excel, database management, e-mail and other office management programs
  • Excellent written and verbal communication skills
  • Ability to multi-task and prioritize work 
  • Experience working with diverse communities and demonstrating inclusion
  • Familiarity with related community services and agencies
  • Ability to respond to emotional concerns of families

PERSONAL CHARACTERISTICS

  • Strong customer service skills
  • Excellent listening skills; friendly and helpful with all callers and visitors
  • Builds effective relationships with staff, volunteers and community partners
  • Able to work compassionately with persons with neurocognitive disorders and their care partners
  • Flexible, easily adapts to rapidly changing circumstances
  • Able to successfully manage seasonal changes in workload
  • Good judgment in determining how best to handle a variety of situations
  • Able to work well independently and with others  
  • Committed to continuous quality improvement
  • Willing to work occasional weekends and evenings for special events
  • Excellent attendance 
Job ID: alzheimers-020-5-3500
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