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Program Operations Assistant

Program | Hybrid in San Diego, CA | Full Time

Job Description

Are you looking to start a meaningful career in a position that allows you to make a difference in your community? 

Come work at Voices for Children and be part of a team that makes a difference in the lives of children and families in our community and takes pride in serving our children with the highest level of excellence and care. 

Voices for Children is a respected, local nonprofit organization focused on fulfilling our mission to advocate for the needs of children in foster care. We consistently ranked in the top three CASA programs out of 1,000 nationwide.  At Voices for Children you will enjoy a friendly, warm culture with the following generous benefits:

  • 12 vacation days 
  • 13 paid holidays
  • 5 additional days of paid time off after Christmas Day through New Year’s Day
  • Medical (one plan is free), Dental, Vision 
  • Flexible spending account
  • 403b plan for retirement savings
  • A welcoming work environment
  • Flexible work arrangements
  • Additional training  and full access to Linkedin Learning
  • And more..... 

ABOUT THE POSITION

The Program Operations Assistant will: (1) enter and maintain program-related data into the CasaManager database; (2) assist with entering volunteer hours into CasaManager; (3) provide general administrative support for the Program team and other departments, as needed.  

ESSENTIAL DUTIES

  • Assist guests at the front desk, answer phone calls, and manage the general Voices for Children email inbox.
  • Process case-related documents and data from the CasaManager/JELS portal in a timely manner, ensuring all data is accurately reflected in the database.
  • Process volunteer and staff advocate appointments; generate and send court orders to the Court for each appointment; upload appointment documents to the CasaManager database upon receipt.
  • Process volunteer and staff advocate removals; generate and send letters of removal to all parties.
  • Assist in ensuring volunteer and staff advocate court reports are processed and routed.
  • Enter CASA volunteer hours into CasaManager on a monthly basis.
  • Process all volunteer annual achievement documents and data in the CasaManager database.
  • Provide back-up to the Program Operations Supervisor as needed.
  • Maintain substantial knowledge regarding the CASA concept and Voices for Children policies and procedures.
  • Sustain a basic knowledge of court administrative policies and procedures.
  • Provide clerical and administrative support to the Director of Operations, Director of Advocacy, and the Chief Program Officer as needed.
  • Attend all trainings as assigned/required.
  • Serve on internal and external committees and/or working groups as needed.
  • All other duties as assigned by the management and or executive leadership team.

JOB QUALIFICATIONS

Essential Criteria

  • High School Diploma or equivalent (e.g., GED)
  • 6 months relevant work experience in customer service, operations, or related field in the public and/or non-profit sector
  • Proficiency with current Microsoft Office Suite, including Word, Excel, and Outlook
  • Experience using basic office equipment (e.g., phone, fax, copier).
  • Must have excellent written and verbal communication skills
  • Must be willing and able to work in a team environment.
  • Willingness to learn and grow.
  • All requirements must be complied with as set forth in the California Rules of Court, Rule 5.655.

 Preferred Criteria

  • Two years of education beyond high school or 2 years of relevant work experience.
  • Experience using database systems.

POSITION COMPETENCIES

This position requires competencies in the following areas:

  • Attention to Detail & Individual Efficiency 
  • Discernment & Judgement 
  • Teamwork & Team Building 
  • Communication & Information Sharing 
  • Professional & Ethical Behavior
  • Commitment to Equity & Inclusion

COMPENSATION & WORK SCHEDULE

Starting Pay is $20.00+ per hour DOE.  Standard work week for this position is 40 hours per week. Evenings and weekends may be required. The VFC office is open for business during the following hours, except on holidays recognized by VFC: Monday through Friday:  8:00 a.m. to 5:00 p.m.  This position is based out of the VFC San Diego Office.  Positions at VFC allow for remote work.  Remote work and in person work are determined based on a variety of factors including but not limited to performance, operational demands, essential duties, and responsibilities.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands and work environment described are representative of those that must be met to successfully perform the essential function of this job.   Reasonable accommodations may be made to enable individuals to perform the essential functions.

 Physical Demands

  • Able to occasionally lift, carry, push, pull 25 lbs.
  • Able to regularly bend and stoop
  • Able to constantly sit for prolonged periods of time (up to 8 hours per day).
  • Able to constantly sit at a desk and view a computer screen for up to two hours at a time / 7 hours per day.
  • Able to consistently speak into and use a telephone for long periods of time.

 Work Environment

  • Professional office environment
  • Small team environment
  • Fast paced working with multi-level distractions

 Special Conditions

  • Able to regularly work extended hours as needed, including nights and weekends during special events.
  •  Occasional driving required in San Diego County.

 HOW TO APPLY

Please go to the following link: https://jsco.re/cq2lc and click “Apply for this Job” to apply.   

No phone calls, please. Position open immediately and will remain open until filled.

NOTE: Your application should include:

  • Cover letter
  • Resume

Voices for Children (VFC) is an equal opportunity employer and an inclusive organization whose staff and volunteers value, represent, and serve individuals of diverse backgrounds, identities, cultures, and abilities.  All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.”

We embrace the guiding principle that all children should be safe, have a permanent home, and have an opportunity to thrive. Inclusivity and equity are essential components of the advocacy for and protection of the children and families we serve. In order to provide high quality advocacy and serve the best of interests of children, we are similarly committed to advancing diversity and inclusion in our workforce. We celebrate and value our differences and are committed to providing an inclusive and welcoming environment.