Program Assistant, Career Path Programming

1 month ago

Boston, United States Jewish Vocational Service. Full time
Job DescriptionJob DescriptionPosition: Career Path Programs Program Assistant

JVS is a non-profit, non-sectarian agency. Our mission is to empower individuals from diverse communities to find employment, build careers, and partner with employers to hire, develop, and retain productive workforces.

JVS provides a broad range of services, including adult education, skills training, job readiness training, job placement and support, and access to post-secondary education. JVS assists employers in their search for well-qualified job applicants and their initiatives to upgrade the skills of their incumbent workforce.

POSITION SUMMARY: As a crucial member of the Career Path Programs team, the CPP Program Assistant, under the guidance of the Manager of Career Path Programs, plays a pivotal support role. Your exceptional organizational, time management, computer, data management, and communication skills will be instrumental in your success. This role demands meticulous attention to detail and prompt follow-through in a professional manner, along with excellent customer service skills. You will be primarily responsible for enrolling, tracking, and monthly progress reporting on SNAP E&T clients within JVS and across the entire MassHire Career Center system using multiple data systems, including MOSES, Salesforce, and the DTA PATH and DTA Connect. Moreover, you will ensure all electronic records are securely filed and maintained for funder audits. Your active participation in the Career Path Programs team will contribute to team performance goals while supporting the overall mission and philosophy of JVS. This hybrid position currently requires at least 1-2 days each week in our downtown office and allows 3-4 days for remote work each week.

ESSENTIAL FUNCTIONS:

Builds relationships, collaboration, and teamwork:

  • Supports the mission and philosophy of the JVS Career Path Programs team.
  • Establishes positive working relationships with all members of the CPP team.
  • Works collaboratively with and encourages collaboration between team members to ensure program performance goals are met.
  • Attends and actively participates in staff meetings and team-based projects.
  • Performs other duties as requested.
  • Develop a thorough knowledge of JVS programs.

Administrative/Communication:

  • Receives enrollment requests from internal and external partners.
  • Review enrollment documents for completeness and accuracy; follow up with the referring party if necessary.
  • Enroll clients through PATH and file electronic documentation for each submission.
  • Calls potential clients to triage eligibility and schedule appointments in shared calendar tools; returns client phone calls as needed.
  • Collect client participation data from all SNAP E&T partners for monthly reporting. Prepares reporting spreadsheet for submission.
  • Performs daily data input into multiple database systems for JVS and internal and external partners.
  • Tracks and updates program outcomes year to date and enters them into DTA systems.
  • Serves as a designated purchasing agent for CPP for supplies—secures approval for requests, orders materials, and retains receipts securely for end-of-month credit card reconciliation.
  • Supports the team with event preparation and coordination as necessary.

Contributes to program success:

  • Works as a team member and support staff to create an efficient and organized department.
  • Maintains a broad knowledge of CPP and agency services and processes to make efficient referrals.
  • Establishes strong working relationships with JVS colleagues and partners at the DTA and within the Career Center system.
  • Conducts weekly outreach calls to schedule JVS clients applying for SNAP with a Financial Opportunity coach.
  • Perform other related duties as required.

MINIMUM SKILLS AND QUALIFICATIONS:

  • two years of office support/administrative work is strongly preferred.
  • Highly proficient in Microsoft Office Suite skills
  • Demonstrated skill in database programs (will train on the specific platforms required)
  • Bi-lingual or language proficiency beyond English, especially Spanish, a plus
  • Excellent interpersonal, communication, and organizational skills
  • Ability to work as part of a team in a multi-cultural environment.
  • Demonstrated ability to work independently.
  • Ability to interact with and assist a multicultural customer base, including those with low English proficiency and limited educational backgrounds.
  • Excellent integrity, moral character, and proven ability to use sound judgment.
  • Ability to perform effectively under pressure and use the utmost discretion when handling confidential documents and personally identifying information.
  • Demonstrated ability to adapt to change in work environments, work priorities, and organizational needs.

EDUCATION REQUIRED: High school diploma and two plus years directly related experience; or certificate/associates and one plus years of directly related experience.

COMMUNICATION/REASONING DEMANDS:

  • The ability to coordinate, analyze, organize, compile, compose, and compute data and information.
  • The ability to organize, negotiate, guide and instruct, speak, and give instructions to individuals.
JVS CULTURE: JVS is strongly committed to diversity and a workplace environment that respects, appreciates, and values employee differences and similarities. By providing and supporting a work culture that fosters and builds upon diversity and its strengths, JVS will better serve our local communities and continue to provide quality services.

JVS is an employment-at-will organization and an equal opportunity employer committed to maintaining a work and learning environment free from discrimination based on sex, race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, JVS prohibits retaliation against an applicant or employee because they have engaged in protected activity under the statutes prohibiting discrimination in the workplace.

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