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Seasonal Program Coordinator

2 months ago

San Mateo, California, United States Samaritan House Full time
Job Overview

Position Title: Seasonal Program Coordinator

Department: Client Services Program

Supervisor: Associate Director of Client Services

FLSA: Temporary Full-Time/Hourly/Non-Exempt

Compensation: $27.00 per hour

OUR MISSION

For over five decades, Samaritan House has been at the forefront of combating poverty in San Mateo County. We are the sole organization providing a comprehensive range of essential services and tailored support to the working poor. By ensuring our clients have access to food, clothing, healthcare, and housing, we empower them to establish their own stability and remain engaged, productive members of our community. A thriving community is achievable only when every individual has the necessary resources to thrive.

OUR WORK ENVIRONMENT

We are committed to fostering a supportive workplace culture that promotes employee growth and development. We offer outstanding opportunities for individuals with proven leadership abilities, creativity, and a strong work ethic. We encourage applications from candidates who enjoy collaborating with diverse populations and aspire to make a meaningful impact by nurturing community support for those in need.

YOUR ROLE

Under the general guidance of the Director of Programs and Services, the Seasonal Program Coordinator's primary duties include client reception and engagement; collecting client data while accurately documenting demographic and income details; scheduling, rescheduling, and confirming client appointments for program registration, and ensuring a smooth and organized flow of clients through the reception area.

This role necessitates exceptional verbal and written communication skills in both English and Spanish. The incumbent must be adept at multitasking and prioritizing tasks; responding to a high volume of client inquiries via phone, in-person, and email while maintaining the appointment schedule for program registration.

QUALIFICATIONS

Preferred and Required Qualifications:

EDUCATION:

· High School Diploma.

EXPERIENCE:

· Relevant experience related to the primary responsibilities of the position is required. Reception or administrative experience is essential.

SKILLS AND ABILITIES:

  • Bilingual and bicultural English/Spanish proficiency is mandatory.
  • Deliver exceptional client service at all levels, demonstrating a caring and supportive demeanor when interacting with clients, vendors, volunteers, and colleagues.
  • Exhibit strong planning and organizational skills necessary to carry out activities in alignment with established policies and objectives.
  • Communicate effectively in both oral and written forms, with the ability to comprehend and follow instructions independently, meet deadlines, and complete tasks promptly.
  • Flexibility to work varied schedules, including evenings and weekends as required.
  • Proficient in Microsoft Office Suite (Excel, Word, Access) with excellent database management skills.
  • Demonstrated integrity and ethical conduct in all interactions with stakeholders.
  • Ability to exercise sound judgment with tact and diplomacy in both routine and high-pressure situations, maintaining composure during escalated circumstances.
  • Build and maintain effective relationships with constituents, working collaboratively or independently as needed.
  • Employ a solutions-oriented approach to problem-solving in an efficient and timely manner, showcasing creativity and initiative.
  • Adhere to agency policies and organize work in accordance with Samaritan House policies, procedures, and best practices, including relevant federal, state, or local regulations.

PHYSICAL DEMANDS AND BACKGROUND CHECK

Candidates must possess the physical, visual, and auditory capabilities to perform essential job functions and respond to emergencies with or without reasonable accommodations. Background checks will be conducted prior to employment commencement. Candidates should be able to work in a dynamic environment with occasional interruptions. Responsibilities may include repetitive hand/arm motions (computer work), extended periods of standing or sitting, occasional bending, lifting, and carrying up to 20 pounds. This position requires on-site work with occasional travel to partner organizations as assigned. A traditional business schedule will be maintained while the program is being developed, with flexibility required once the program is operational.

KEY RESPONSIBILITIES

  1. Demonstrate strong administrative, adaptive, multitasking, and organizational skills with a keen attention to detail to produce high-quality work within deadlines.
  2. Prepare the office to welcome clients and distribute daily schedules.
  3. Provide excellent customer service by greeting all clients and collecting essential demographic and income information.
  4. Validate and update client information in the database as necessary.
  5. Manage scheduling, cancellations, confirmations, and rescheduling of client appointments.
  6. Set up follow-up appointments as needed and ensure clients receive all necessary communications regarding the program.
  7. Perform additional duties similar in scope and function as required.
  8. Ensure all necessary documentation is maintained in client files.
  9. Collaborate with partner organizations to ensure clients participate in only one organization's holiday program.
  10. Prepare all necessary client reports for distribution by established deadlines.
  11. Assist in maintaining accurate client and organizational records.
  12. Keep a detailed log of all calls related to client services.
  13. Maintain consistent communication with the Associate Director of Client Services regarding registration statuses.
  14. Exhibit professionalism at all times while representing the organization.
  15. Support the organization's mission and contribute to enhancing quality customer service through teamwork.
  16. Demonstrate flexibility, sensitivity, and respect while maintaining positive relationships with all team members.