Program Assistant Jobs in Pasadena, CA (NOW HIRING)

The Program Assistant plays a critical frontline operational role within the Veterans Services team, supporting the delivery of workforce, training, and supportive services to participants. This position is responsible for ensuring seamless client flow, accurate data entry, eligibility verification, appointment coordination, and high-quality customer service aligned with Workforce Innovation and Opportunity Act (WIOA), grant requirements, and CARF standards.

The Program Assistant serves as the first point of contact for participants and is instrumental in maintaining compliance, supporting enrollment processes, coordinating intake activities, managing scheduling workflows, supporting fiscal processes, and ensuring program data integrity across systems such as CalJOBS and Salesforce.

Requirements

• High School Diploma or equivalent required; Associate's Degree or higher preferred.
• Minimum 1–2 years of administrative, customer service, or workforce program experience.
• Experience working with diverse populations, including veterans and individuals with barriers to employment, is strongly preferred.
• Familiarity with workforce systems such as CalJOBS or similar platforms preferred.
• Strong customer service and communication skills with the ability to engage diverse populations.
• Ability to manage high-volume scheduling, front desk operations, and competing priorities.
• High level of attention to detail, particularly in data entry, documentation, and compliance tracking.
• Proficiency in Microsoft Office Suite and virtual communication tools (Teams, Zoom).
• Ability to maintain organized systems for scheduling, documentation, and file management.
• Understanding of workforce development programs, employment services, and training pathways preferred.
• Ability to handle sensitive information with professionalism and confidentiality.
• Position requires local travel between multiple service sites, partner locations, and offsite events based on program needs, assignments, and outreach activities.
• Reliable transportation is required to travel between work sites, attend meetings, conduct outreach, and support participants.
• May be required to support off-site intake sessions, hiring events, job fairs, and partner engagements across Los Angeles County.

Key Responsibilities

• Client Engagement & Front Desk Operations
• Intake, Enrollment & Eligibility Support
• Scheduling & Client Follow-Up
• Data Entry & Case Management System Support
• Invoice Processing & Financial Coordination
• File Management, Documentation & Archiving
• Program Coordination & Administrative Support
• Compliance & Quality Assurance

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to this role. Further details of responsibilities available upon request.

Physical Requirements/Working Conditions

This is a fully in-person position; teleworking or remote work is not permitted due to the nature of direct client services, front desk operations, and on-site program support. The position operates in a fast-paced workforce center environment with continuous, in-person interaction with participants, staff, and partners. The Program Assistant is expected to be physically present to support daily operations, including intake, scheduling, documentation, and customer service functions. Must be able to lift 15lbs with a fair amount of sitting, answering telephones, and movement within the office setting.

About JVS SoCal

Founded in 1931, JVS-SoCal is a nonprofit, non-sectarian social service agency providing job training, education, career services, mentoring, and placement assistance to diverse and multicultural populations, transforming lives and empowering individuals to achieve dignity and economic independence through sustainable employment. JVS SoCal currently serves over 30,000 clients annually at over 20 locations throughout Southern California. As JVS SoCal continues to grow, we continue to look for qualified, dedicated staff to join us and play a role in transforming lives and bettering our communities throughout SoCal and beyond!

Salary

$21.00- $23.00 per hour