Operations Admin Assistant Jobs in San Ramon, CA

Are you dedicated to empowering and supporting youth, regardless of their background? We're searching for passionate individuals to make a positive impact on the lives of foster youth. Become an integral part of their transformative journey and join the First Place for Youth team.

About First Place for Youth, we're a leading non-profit organization dedicated to supporting foster youth in their transition to adulthood, with a focus on education, employment, and housing. We believe that all young people deserve the opportunity to thrive and lead successful, independent lives. Our comprehensive programs empower foster youth to overcome the unique challenges they face and build the skills, confidence, and connections they need to succeed.

Why Work at First Place for Youth:

• Meaningful Impact: Help to transform the lives of foster youth on the cusp of adulthood. Your role will support them in their journey to conquer challenges, achieve independence, and fulfill their aspirations.
• Innovative Approach: We thrive on innovation, pushing the boundaries of foster care support. Your voice here matters, and you'll contribute to programs that redefine the futures of these young lives.
• Collaborative and Supportive Environment: Embrace a dynamic and supportive workplace, where every team member is valued. Together, we're a force dedicated to uplifting youth. Expect professional growth, fueled by teamwork and collaboration.
• Comprehensive Benefits: We value the well-being of our employees and offer a comprehensive benefits package. From health and wellness benefits to retirement plans, we ensure that our team members are taken care of so they can focus on their important work supporting foster youth.
• Culture of Diversity and Inclusion: We celebrate diversity in every form. At First Place for Youth, inclusivity reigns, creating a workplace where all voices are heard, respected, and empowered.

The Program Assistant will provide center operations support, key data entry, clerical and programmatic support to the San Francisco Independent Living Skills Program of First Place for Youth. The Program Assistant will ensure compliance with the County of San Francisco on reporting and eligibility requirements of county foster care youth. The Program Assistant ensures all office operations are working accurately and efficiently which includes county documentation, office supply ordering, office equipment, and developing Program systems. The Program Assistant will also ensure accurate and efficient communication and coordination occurs between First Place for Youth and key funders along with First Place service partner organizations. The Program Assistant will provide programmatic support.

The Program Assistant will oversee ILSP's functions as a resource and referral center open to youth, including building partnerships with other entities, offering weekly life skills workshops, and planning community building events and college tours.

This work is done in the ILSP center and in the community in-person. The ILSP Center is open 10am-6:30pm Monday through Friday with an occasional Saturday to provide a safe and healthy space for youth to spend time. This is currently a hybrid position requiring on-site work in San Francisco, four days per week and can be remote every other Friday, pending team availability. However, it is subject to change and may require up to 5 days on-site.

Operations/Admin Responsibilities

• Conduct necessary duties including answering multi-line telephone from youth to answer questions and provide resources regarding the program, greet youth as they enter and provide them with support in the center, maintain scheduling database, collect information from visiting youth.
• Provide general and on-going program support for ILSP; includes filing, faxing, photocopying, business errands, phone calls, employee birthday tracking, etc.
• Ensure youth files are up to date (i.e. there are copies of recent TILPS in youth files).
• Assist Intake Specialist in completing out of county referrals for youth/being in communication with out of county youth needs.
• Distribute incoming mail and ensure outgoing mail is delivered; pull checks from mail, log, and pass onto Finance department.
• Maintain a neat work environment; keep reception desk/area, conference room, kitchen and common areas clean.
• Complete office supply orders each month and ensure office supply inventory is maintained.
• Office Equipment Maintenance such as but not limited to copier machines, fax machines, office telephones & alarm equipment, and so forth.
• Attend meetings and individual weekly supervision.
• Work with the Program Manager and team in planning & preparation for center site visits, meetings, activities, and events.
• Plan, organize, and facilitate SF ILSP workshops.
• Conduct weekly outreach for all SF ILSP workshops.
• Monitor and maintain the food cabinet; make trips as needed to the food bank to keep a good selection of snacks on hand at all times.
• Enter all data on time and correctly to support program evaluation and outcomes tracking.
• Provide assistance with large mailings/copying jobs (in charge of calendar distribution).
• Close down of center at end of day.
• Open center on one Saturday a month from 10am-1pm to offer drop-in and transactional services.
• Other evening and weekend events as needed.
• Other duties as assigned.

• BA strongly preferred; can be substituted for four or more years of program administration experience
• At least one-year experience working with youth or in a youth program.
• A strong dedication to cultural competency that creates conditions that remove barriers.
• At least one-year experience as an administrative assistant or data entry.
• Excellent organizational skills with strong attention to detail, particularly with maintaining and tracking data.
• Ability to have positive interactions with youth who are in foster care or on probation.
• Good office skills, including photocopying, faxing, filing, phones, and typing.
• Excellent organizational and prioritization skills.
• High level of personal accountability for the quality and impact of work.
• Willingness to work collaboratively, but with the capacity to work independently.
• Friendly, cooperative and flexible demeanor.
• Good time management skills, including punctuality.
• Willingness to work collaboratively, but with the capacity to work independently.
• Ability to work well under pressure, multi-task, and handle complex situations in a fast-paced environment while maintaining good sense of humor, patience and tact.
• Computer Skills – Proficiency with current MS Office suite applications including Word, Excel, Access, and PowerPoint, Project and Outlook. Experience with database systems.
• Strong communication skills – Exceptional oral and written communication skills including the demonstrated ability to research, assimilate, and analyze information, compose engaging messages, and present data in a clear and inspiring manner.
• High Level of Professionalism – a high level of professionalism in work and interpersonal interactions with both internal and external contacts, presents to others as organized, informed, and friendly.

• Availability for occasional evening and weekend work and some travel as needed.

• 15 days of vacation time in the first year
• 12 days of sick time
• 2 floating holidays
• 15 paid holidays
• Employee's choice of Kaiser or UCH HMO/PPO with up to 90% of the premium covered by First Place on certain plans
• Principal dental and vision coverage with up to 90% of the premium covered by First Place
• Healthcare and Dependent care FSA plans
• Principal basic life and voluntary life insurance coverage
• Employee Assistance Program
• 401(k) retirement savings plan
• Paid sabbatical

*We do not offer relocation assistance Local candidates preferred

*Pay will be determined based on Education and Experience.

If you are passionate about making a difference in the lives of transition age foster youth and want to join a dynamic and impactful organization, we invite you to apply. Together, let's empower transition age foster youth to achieve their dreams and build a brighter future.