Programs Assistant Jobs in Pasadena, CA (NOW HIRING)

About Quantum Housing

Quantum Housing is a nonprofit organization that expands access to affordable housing opportunities and supportive services for individuals with intellectual and developmental disabilities (IDD). The organization works to help clients secure safe, stable, and affordable housing within their communities of choice and provides ongoing tenancy-related support that promotes independent living.

Position Summary

The Program Assistant provides administrative and program support to the Housing Services team to help ensure responsive, organized, and client-centered service delivery. This role supports day-to-day program operations, including communication with clients and partners, documentation, data entry, scheduling, file maintenance, and coordination of team activities. The Program Assistant helps maintain accurate records, supports timely follow-up, and contributes to a welcoming and professional experience for clients, visitors, and community partners.

Essential Duties & Responsibilities

• Answer and respond to incoming phone calls, emails, and office inquiries in a timely, courteous, and professional manner.
• Greet visitors and help determine needs, directing clients and partners to the appropriate staff or services.
• Provide general clerical support, including filing, scanning, copying, mailing, and preparing routine correspondence.
• Enter and maintain accurate client, program, and service data in internal databases and tracking systems.
• Assist with scheduling appointments, meetings, and follow-up communications for staff, clients, and partners.
• Support the preparation, organization, and maintenance of client and program files in accordance with agency procedures and confidentiality requirements.
• Inform prospective clients about available programs, housing-related services, and referral processes.
• Coordinate with team members to ensure timely follow-up on client needs, documentation, and program activities.
• Prepare meeting agendas, take notes, and distribute meeting summaries or action items as needed.
• Monitor and replenish office supplies in accordance with purchasing and office protocols.
• Assist with outreach events, workshops, or community meetings, including logistics, materials preparation, and participant communications.
• Support routine reporting by compiling data, tracking activities, and preparing basic summaries for management or funder needs.
• Maintain professionalism, cultural responsiveness, and a high standard of customer service in all interactions.
• Perform other related duties as assigned to support program and organizational needs.

Minimum Qualifications

• High school diploma or GED required; associate or bachelors degree in social services, business administration, public administration, human services, or a related field preferred.
• At least one year of administrative, program support, customer service, or nonprofit experience preferred.
• Proficiency with Microsoft Office applications, email, internet-based systems, and data entry.
• Strong written and verbal communication skills with the ability to interact effectively with clients, families, service providers, and team members.
• Excellent organizational skills, attention to detail, and ability to manage multiple tasks and deadlines.
• Ability to maintain accurate records and handle sensitive information with discretion and confidentiality.
• General knowledge of affordable housing programs, community resources, or public benefits for low-income individuals preferred.
• Ability to work both independently and collaboratively in a team environment.
• English fluency required; Spanish language skills preferred but not required.
• Valid drivers license, reliable transportation, and proof of auto liability insurance may be required for work-related travel.

Core Competencies

• Client service and professionalism
• Organization and time management
• Attention to detail and accuracy
• Written and verbal communication
• Teamwork and collaboration
• Problem-solving and initiative
• Adaptability and follow-through
• Confidentiality and sound judgment

Work Environment & Physical Requirements

This position is primarily office-based and requires regular use of a computer, phone, and standard office equipment. The role may involve occasional bending, reaching, standing, lifting, and carrying office materials weighing up to 25 pounds. Local travel may be required for meetings, events, trainings, or program-related activities.

Equal Opportunity Statement

Quantum Housing is an equal opportunity employer and is committed to fostering a workplace that values diversity, equity, inclusion, and respect. All qualified applicants will receive consideration for employment without regard to legally protected characteristics.