Programs Assistant Jobs in Pasadena, CA (NOW HIRING)

Safe Place for Youth (SPY) is the leading service provider for youth experiencing or at-risk of homelessness in West Los Angeles. Founded in 2011, our agency offers trauma-informed, low barrier programs that support young people in exiting the streets and achieving stability. Our robust continuum of care includes street outreach, drop-in services, health and wellness programming, case management, education and employment services, and housing programs.

SPY is a unique social impact agency that values community collaboration, and a deep commitment to the wellbeing of youth. If you have the skills, passion, and collaborative spirit, join our growing team.

The Programs Assistant works under the supervision of the Chief Program Officer (CPO) and provides support. The Programs Assistant supports the CPO and Directors with a variety of administrative tasks, including but not limited to managing calendars, creating purchase orders and expense requests, corresponding with staff and external stakeholders, and planning meetings and events. To be successful in this role, you should be well-organized, have excellent time management skills, and the ability to work independently with minimal supervision.

What You'll Do:

• Provide administrative support to the CPO, Directors, Senior Directors, Deputy, Programs, and SPY workgroups
• Manage CPO's email and calendar and provide administrative support as needed
• Research, compile, prepare, and review documentation and other materials
• Answer and forward messages from the general SPY phone line and email
• Support routing and coordination of referrals from outside partners
• Conduct onsite and offsite assignments, coordination, purchases, deliveries, and other administrative tasks
• Prepare meeting agendas and materials, attend meetings, and take meeting minutes
• Prepare PowerPoint and/or Canva presentations and other communication materials
• Support Directors, Senior Directors, Deputy, and Programs with administrative needs and special projects
• Support Directors and Programs with credit card reconciliation, check requests, purchasing, and related documentation
• Support event planning and coordination, including logistics, materials, and onsite support
• Assist with preparing internal and external communication materials
• Support Programs with office supply ordering, inventory, and coordination of program needs
• Provide administrative onboarding support, including coordinating keys, phones, business cards, and other staff needs
• Perform administrative work such as scanning, filing, copying, printing, data entry, and maintaining electronic and physical files
• Work closely with the Development team to support donation-related activities, tracking, and documentation as needed
• Attend meetings and events on behalf of the CPO as assigned
• Support the CPO with special projects and provide administrative support for organizational initiatives
• Maintain professionalism, confidentiality, and discretion when handling sensitive information and materials
• Serve as an ambassador of SPY and maintain professional and collaborative relationships with staff, partners, vendors, and other stakeholders
• Perform additional duties as assigned to support SPY's programs and mission.

Requirements:

• High School Diploma required; Bachelor's degree in a related field preferred. An equivalent combination of education and experience may be considered.
• 1–2 years of administrative experience required; experience working in a nonprofit organization preferred.
• Strong organizational, analytical, project management, and administrative skills, with exceptional attention to detail and the ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills and the ability to establish and maintain effective working relationships with diverse individuals and teams.
• Trustworthy and reliable, with a strong sense of integrity and ethics and the ability to maintain discretion and confidentiality.
• Ability to work independently, exercise good judgment, take initiative, and take ownership of assigned responsibilities.
• Proficiency with Microsoft Office and Google Workspace; experience with Slack, Asana, DocuSign, Zoom, and other project management or communication platforms preferred.
• Cultural humility and demonstrated ability to work respectfully and effectively with people from diverse backgrounds and lived experiences.
• Flexible and adaptable, with the ability to respond effectively to changing priorities and program needs.
• Strong problem-solving skills and ability to manage multiple tasks and priorities in a fast-paced environment.
• Valid California driver's license, reliable personal vehicle, and adequate insurance, if required for the position.

Work Environment and Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Changes in the environment, such as the office or outdoors.
• Physical effort/lifting, such as sedentary- up to 15-20 pounds at times.

Special Conditions:

Mandated Reporting Requirements: All SPY employees are 'mandated reporters' and are legally required to report any reasonable suspicion of child, elder, or dependent adult abuse or neglect.

COVID-19 Vaccination Requirements: Effective August 9, 2021, the State Health Officer has mandated that all workers, paid or unpaid, in homeless services organizations must provide proof of vaccination. If eligible for a booster shot, proof of booster is required. Please submit proof of vaccination to HR@safeplaceforyouth.org. To request a reasonable accommodation or exemption, please get in touch with HR at the same email address. It's important to note that these accommodations are not guaranteed.

Driver Positions: Applicants are required to provide a copy of their valid driver's license and proof of insurance. Job offers are contingent upon a satisfactory driving record.

For driver positions, driving is an essential job function and cannot be reasonably accommodated, employment may be discontinued.

Note: All staff members will be considered introductory employees for the first three months of employment and will not be considered regular employees until the conclusion of this period. SPY reserves the right to extend an employee's introductory period. In no way does the expiration of this introductory period change the fact that all employees are at-will.

Employees continue to have the right to terminate their employment/business relationship at any time, with or without cause or notice, and SPY has the same right. The organization, in its sole discretion, may change the job duties, responsibilities and assignments of any position, at any time.

Benefits & Perks: Safe Place for Youth offers a competitive benefit package including comprehensive health coverage, 403b with agency contribution, and ample paid time off. We also offer unique perks including professional development opportunities that are tailored to your individual career growth.

EEO Statement: All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. Safe Place for Youth does not discriminate on the basis of any protected status under federal, state, or local law.

Safe Place for Youth is an equal opportunity employer committed to a diverse and inclusive workforce. In addition, the organization will consider employment-qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Please include references in your application