Temporary Program Assistant

Principal Purpose of Job: This position is responsible for providing administrative and program support as related to classes, workshops and other training offerings, and as such requires excellent customer service in interacting with members, partners, and providers.

Level of Authority: Performs duties as directed, following general policies and procedures.

Work Environment: Most of the work is performed in a fast-paced office setting with frequent interruptions and a diversity of people and tasks Program Assistants may occasionally need to work in a different office location.

Essential Job Functions:

• Responsible for data entry and data quality assurance for learners’ electronic files. Will enter appropriate case notes, enrollments, and other data needed in CRM systems (Salesforce, CalJOBS, AGS Prime, etc). Will regularly follow-up with learners to secure missing information.
• Create and maintain program and service applications, and collects and maintains all forms and document necessary to enroll new learners.
• Provides weekly/monthly or as-needed reports on data quality and accuracy, completeness, and integrity.
• Perform intake and eligibility review tasks to ensure learners in Education Fund programs and services are correct and in compliance with regulatory and grant funding requirements.
• Regularly audits learner information to ensure the most recent and up-to-date information, applicable forms and procedures comply with organization and funder standards.

Learner Service & Information Liaison:

• Must communicate effectively and timely across all Ed Fund departments and teams across multiple platforms (Slack, Zoom, Asana, etc.) while staying on top of multiple streams of information and in alignment with overlapping internal and external deadlines.

• Serve as first point of contact for learners and effectively communicate (verbal and written) with learners regarding program and service requirements.
• Act as a liaison between learners and multiple Ed Fund departments to ensure smooth and timely processing of learner reimbursements and other forms of payment processing.
• Respond to learner concerns and questions, identify escalation of response needs and confer with organization leadership for next steps.
• Coordinate the analysis and results of learner satisfaction surveys with an emphasis on improving programs and services.

Additional Job Functions:

• Perform other tasks and responsibilities as directed, including routine clerical duties.
• Excellent customer service skills, strong verbal and written communications.
• Assist with the development and maintenance of Standard Operating Procedures.

Qualifications and Capabilities:

• Multilingual preferred, preferably including skills in Spanish.
• At least three years of experience performing data entry in a fast-paced environment.
• Knowledge of database and project management applications (Adobe, Zoom, Salesforce, Asana, CalJOBS and more).
• Highly organized, attention to detail, and demonstrated ability to manage work within multiple overlapping deadlines.
• Strong data analysis skills are a must. Applicants should expect to provide examples, upon request.
• Ability to work independently and as a team member.
• Ability to take direction and to be self-critical to improve performance.
• Solid computer skills required, including advanced skills in Microsoft Office, in particular Excel. Applicants should expect to be subject to skills testing.

Physical Demands:

• Ability to sit at a workstation for extended periods.
• Ability to stand, work, and drive from one location to another.
• Ability to lift and carry up to 35lbs.

The statements in this job description reflect general details necessary to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or as needed.