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Program Support Specialist
2 months ago
Position Summary
The Program Support Specialist, under the guidance of the Program Coordinator, will deliver essential administrative assistance to enhance the operational efficiency of the organization. This role involves managing various tasks to support the Prevention Unit effectively.
Key Responsibilities
Supporting the Prevention Director and Coordinators (70%):
- Assist in preparing unit contracts and related documentation, including reports and correspondence.
- Coordinate the procurement of program and office supplies for the team, ensuring proper tracking and inventory management of harm reduction materials.
- Monitor and manage program spending effectively.
- Maintain organized filing systems for contracts and related documents.
- Collect signatures and submit financial reports, check requests, and timesheets.
- Deliver essential documents related to the unit or agency.
- Ensure timely submission of correspondence for contract-related documents.
- Support the process of gathering proposals and seeking funding.
Assisting in Unit Operations (25%):
- Record and distribute minutes from coordinators' and unit meetings.
- Collaborate with IT/Admin on facility and technology needs.
- Coordinate logistics for unit-wide or program-specific meetings, travel arrangements, and special events.
- Maintain the unit's administrative, personnel, and communication systems.
- Provide cross-support for other building sites as necessary.
Additional Administrative Duties (5%):
- Demonstrate proficiency in using office equipment such as photocopiers, printers, and computers, assisting staff as needed.
- Engage in agency training sessions and meetings.
Qualifications and Educational Background
- A minimum of two years of college education in a relevant field or equivalent professional experience.
- Proficiency in Microsoft Word and Excel applications.
Preferred Skills
- Familiarity with spreadsheet applications for budgeting and cost allocation.
- Strong writing and comprehension skills at the college level.
- Understanding of local, state, and federal public policy related to community health and youth issues.
- Bilingual or bicultural capabilities in Los Angeles County threshold languages, including but not limited to Arabic, Armenian, Cantonese, Farsi, Urdu, Khmer, Korean, Mandarin, Russian, Spanish, Tagalog, Vietnamese, and other Chinese languages.
