Careers at FaithAction
Program Assistant
PURPOSE:
The Program Assistant is responsible for ensuring the smooth day-to-day operations of the office and managing volunteer recruitment and coordination. This individual will serve as the first point of contact for visitors and clients, assist with organizing community outreach efforts, and help oversee administrative tasks. This role also manages cash, petty cash, vendor payments, and processes invoices using bill.com.
ACCOUNTABILITY:
The Advocacy & Policy Coordinator is supervised by and accountable to the Associate Director.
QUALIFICATIONS:
We are seeking a dynamic and organized individual who is passionate about serving diverse communities and can thrive in a fast-paced environment. The ideal candidate will be bilingual (English/Spanish) and possess a minimum of one year of experience in office management, customer service, or a similar administrative role. The candidate should be skilled in multitasking and time management, with the ability to prioritize multiple responsibilities while maintaining a friendly and welcoming demeanor. Strong communication skills, both verbal and written, are essential to effectively engage with clients, staff, volunteers, and community members. Experience with cash handling, petty cash management, and the use of bill.com or similar invoicing software is preferred, ensuring that payments and financial records are processed accurately and on time.
In addition to office management, the candidate should have a proactive approach to volunteer coordination, including recruitment, orientation, and managing volunteer schedules and databases. The individual must be able to attend community outreach and recruitment events to represent the organization and actively engage potential volunteers. A high degree of professionalism and discretion is required, especially when interacting with diverse community members, donors, and stakeholders. The candidate should be comfortable working with Microsoft Office, Google Workspace, and database management tools, and be capable of adapting to new technology as needed. Most importantly, the candidate should embody the values of collaboration, empowerment, and service, demonstrating a genuine commitment to supporting the mission and vision of FaithAction International.
Key Responsibilities:
Administrative Support
- Welcome and assist visitors, clients, and volunteers, ensuring they are directed to appropriate staff or departments.
- Manage office supplies, place purchase orders, and oversee mail processing, vendor communications, and organizing invoices and receipts.
- Coordinate office logistics, including building maintenance, equipment, keys, and agency materials, while promptly reporting maintenance issues.
- Handle incoming phone calls, emails, and inquiries, ensuring timely follow-ups.
- Support the organization of staff meetings, retreats, and leadership meetings, including preparation of materials and taking minutes.
- Maintain agency-wide calendars, notifying staff of maintenance schedules, office events, and policy updates.
- Oversee the children’s play area, ensuring tidiness and adherence to safety policies.
- Manage cash payments, upload invoices and receipts to the designated platform, and process expense approvals.
- Assist Community Engagement Manager with writing checks, managing petty cash, and performing weekly bank deposits
Volunteer Coordination
- Recruit, orient, and support volunteers for organizational needs and events.
- Attend volunteer recruitment events and help maintain the volunteer database.
- Conduct monthly volunteer orientations and manage volunteer sign-up sheets and scheduling using the designated platform.
- Provide monthly reports on volunteer activities and engagement.
Program Assistance
- Greet and assist clients during walk-in hours, managing intake processes and directing them to appropriate departments.
- Accurately document client interactions, complete data entry, and follow up as needed.
- Assist program staff with event planning, logistics, and preparation of materials, such as handouts and packets.
- Support the Immigrant Assistance Center with minor cases during high-traffic periods.
- Participate in special projects, outreach efforts, and initiatives across program departments, including distributing program materials, email updates, and social media posts.
- Respond to client inquiries via phone, email, or social media to support program operations.
Event Support & Community Representation
- Represent the organization at community events, building relationships and promoting programs.
- Assist with logistics and coordination for fundraising and community events, including volunteer management, set-up, and follow-up.
- Organize and orient volunteers for events, providing on-site coordination and support.
Other Responsibilities
- Plan and report office maintenance or repair needs, coordinating with building management.
- Arrange meeting room setups and maintain an organized office environment.
- Engage with clients, community partners, and stakeholders as needed to support program operations.
- Perform additional tasks as assigned by the Associate Director.
TYPE: Full-time salaried position
WAGE: $34,000.00 per year
BENEFITS: As provided in FAI Personnel Policies.
To Apply:
Send a resume to john@faithaction.org
