Program Support Specialist

3 weeks ago

Upland, United States Reach Out West End Inc Full time

**Temp to Hire Program Support Specialist**

Reach Out is a nonprofit 501(c)(3) organization that has been serving the Inland Region of Southern California since 1969. Reach Out’s mission is to strengthen communities by bringing people together to solve our region’s toughest issues: breaking barriers to education achievement, expanding economic opportunities, and creating safe, healthy, and innovative communities. Our aim is to be an effective, positive disruptor of the inequitable status quo. Our core work of strengthening communities takes many forms, from direct services to youth and families, to deep root cause work in building the health and quality of life in our region.

Reach Out is seeking team members who are passionate about building an equitable Inland Empire, and who recognize that, collectively with our partners, we will be the ones who will ultimately shift mindsets, policies and practices toward equity, justice, and prosperity for all our residents. We support the rights of immigrants, the LGBTQ+ community, and persons living with disabilities. If you hold these same values and goals, Reach Out offers a stellar work culture, a rich benefits & retirement package, and the opportunity to use your talents to build a region where all can thrive.

**BASIC POSITION FUNCTION**:
Under the supervision of the Director of Inland Health Professions Coalition, the Program Support Specialist oversees all administrative tasks related to the work of the Inland Health Professions Coalition department including special projects, communications, and intern management. This position works collaboratively with all IHPC team members and all Reach Out staff to ensure collegiality and support throughout the agency.
- $22.91/hour

**Benefits**:
***:

- Cost and no-cost options for health insurance.
- Reach Out pays 100% of its employee’s dental, vision, and life insurance.
- Employee Assistance Program (EAP).
- Paid vacation and sick leave.
- 13+ holidays per year.
- 403(b) retirement plan
- Reach Out matches after 1 year at the start of the following quarter.
- Professional development.
- Work laptop provided.

**ESSENTIAL DUTIES/RESPONSIBILITIES**:

- _
- Attend weekly check-ins with IHPC Director to discuss ongoing projects, priorities, and any other relevant matters.
- Attend bi-weekly check-ins involving operations, HR, and Finance to stay updated on departmental updates and communicate pertinent information to the IHPC team.
- Schedule meetings on the IHPC Director’s calendar and ensure it remains up-to-date, taking into account the Director’s availability and priorities.
- Create and distribute recurring calendar invites for department meeting check-ins, meticulously avoiding scheduling conflicts across the calendar.
- Support the maintenance of agendas and document meeting minutes during departmental check-ins, ensuring accurate recording of discussions and action items.
- Provide support with managing mileage and expenditures for the IHPC Director, including tracking expenses and processing reimbursements.
- Make purchases on behalf of the IHPC Director, ensuring adherence to budgetary guidelines and obtaining necessary approvals.
- Manage the procurement of office and meeting supplies, including promotional items, and oversee the tracking and organization of purchases, ensuring adequate inventory levels.
- Assist the IHPC Director in coordinating event planning, managing logistics, and reporting progress, including organizing departmental or company-wide events as needed.
- Assist the IHPC Manager(s) & Director in organizing departmental documentation across various platforms including SharePoint, folders, and physical paperwork, ensuring easy accessibility and organization.
- Assist with any department audits by preparing documentation, gathering necessary information, and supporting audit processes as required.
- Maintain organization of storage areas for the IHPC department, ensuring cleanliness and accessibility of supplies and equipment.
- Provide administrative support by reviewing and assisting staff with timecards, ensuring accuracy and compliance with company policies.
- Assist IHPC Manager(s) in facilitating the onboarding process for new staff members, including providing overview of department programs, coordinating office space setup, and introducing department individuals.
- Collaborate with HR to assist in the onboarding process for volunteers/interns and keep managers informed of onboarding progress.
- Maintain the seating chart for the department, ensuring accuracy and reflecting any changes in seating arrangements.
- Maintain the tech spreadsheet for the department, tracking technology assets and ensuring proper maintenance and inventory management.
- Maintain the van calendar and mileage records, following the same protocol as expenses and ensuring accurate tracking and reporting.
- Provide assistance with project tasks and activities as needed, including urgent matters and one-

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