Program Office Assistant Jobs in Portland, OR (NOW HIRING)

Metropolitan Family Service

Position Description

Position Title: Program Assistant

Reports To: SUN Site Manager

Location: Alder Elementary School

Dept/Program: Community Schools 

Status: Non-exempt

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General Description:

Metropolitan Family Service position descriptions are guidelines. They are not intended to identify every task that an employee will be asked to complete. They are intended as a general outline of the essential work responsibilities and qualifications of the position.

Agency Culture:

• We use creative and proactive problem solving to build and sustain dynamic community-based programs and quality services.
• We believe in the potential of families and individuals at all life stages and focus on prevention, wellness, and independence.
• We build strong relationships by collaborating with our funders, partners, and highly trained volunteers, always striving for an extensive commitment to diversity.

General Function:

Under the supervision of the SUN Site Manager, the Program Assistant will support day to day activities, data entry, maintain documents, maintain client information and assist with SUN program overall operations.

Schedule will be Monday to Friday, hours depend on site needs.

CORE VALUES

Equity & Social Justice

• Values working in a multicultural, diverse environment
• Values and supports inclusion and program access for clients
• Supports agency goals for reducing disparities in outcomes for communities of color
• Adopts anti-racism approaches to services by understanding and acknowledging systemic and individual racism and privilege

Collaboration and Teamwork

• Ability to collaborate and communicate effectively with a broad range of individuals and groups within all program areas of MFS as well as other agencies
• Values the inclusion of multiple voices, including clients/service users, in the design and implementation of programs and services.

Essential Duties and Responsibilities

• Oversee general functioning of the after school/summer program, including set-up and clean-up, maintaining attendance records, supplies, and transitions throughout the building
• Assist Site Manager with duties including: data entry, student attendance tracking, implementing positive behavior incentive plans, community and family event planning, and maintaining community partnerships
• Act in a general support role for after school Activity Leaders and students
• Facilitate outreach and recruitment of students, parents, and community members to increase participation, volunteerism, and involvement in SUN activities
• Assist in the planning and coordination of family and community events
• Coordinate participant registration, data collection, documentation, filing and database maintenance in accordance with the program’s needs
• Assist with the outreach and recruitment of community organizations and resources to support family health and social service needs
• Complete the accurate count of suppers served to students daily
• Develop positive working relationships with students, families, teachers, school staff, community partners, volunteers, office staff and custodians
• Provide administrative support to SUN site office including answering incoming calls, responding and routing voicemail messages for our programs
• Oversee and maintain of office supplies and program inventory, ensure needed supplies are available for staff
• Maintain office calendar for meetings and ensure up to date information is available on wall calendar
• Provide support to new or existing staff on making identification badges
• Lightly maintain the cleanliness of office environment including
• Become familiar with our digital system, various programs, and equipment in the office.
• Basic data entry and information upkeep, maintain client info, spreadsheets, casual program signage and other data
• Other duties as assigned

Knowledge, Skills and Abilities Required:

• Ability to work with diverse groups and provide a welcoming environment to students
• Ability to effectively manage and maintain confidential and sensitive information
• Work effectively within a team-dependent environment
• Ability to manage multiple projects simultaneously
• Demonstrate flexibility to adapt to changing priorities and responsibilities depending on the needs of the position/department
• Possession of strong verbal and written communication skills in a language in addition to English is beneficial
• Competency in using Microsoft Office and Google Suite
• Possesses excellent time management, prioritization and organizational skills
• Ability and commitment to continuous quality improvements and innovation
• Successful knowledge of and competency to operate a personal computer and utilization of the internet
• Competency in using Microsoft Office and Google Suite

Education and Experience Requirements:

• High School diploma or GED or equivalent, relevant experience
• Experience teaching and/or working with school aged students

Other Requirements:

Personal transportation allowing for travel within the Portland Metropolitan area in a timely manner.  If driving a personal vehicle must maintain a valid driver license for the state of residency, personal auto liability insurance coverage and a driving record permitting coverage under the agency auto liability policy.

MFS requires all employees and volunteers to complete a criminal background check which includes a fingerprint background check.  We review the results of all background checks individually and consider all of the circumstances of any issues that arise in a background check during the hiring process.

Work Environment:

Work is normally performed in a collaborative classroom/office environment and/or at other locations as deemed necessary. May require occasional early morning, weekend or evening work.  Position requires regular use of computer, telephone, fax machine, scanner, copier and may require accessing locations by use of stairs. Some bending and lifting could be necessary. Must be able to comfortably lift and carry up to 25 pounds on an occasional basis.

Metropolitan Family Service is committed to building a diverse workforce to broaden and deepen our work in the communities we serve. We strongly urge candidates from communities of color, disability, LGBTQ+, linguistically diverse populations, older adults and military veterans to consider application to our positions. MFS is an Equal Opportunity Employer.