Commonspace Programs Assistant

Position Summary

The Programs Assistant provides the Associate Executive Director and designated Program Coordinators with administrative and organizational support with program data collection and reporting, scheduling, the organization of staff trainings and credential requirements, and related administrative support.

Responsibilities

Providing administrative support to the Associate Executive Director and to designated program coordinators, in areas including but not limited to:

• Performing general administrative tasks such as filing, copying, and data entry
• Responding to inquiries in a professional and courteous manner, answering emails and phone calls as required
• Assisting with agency scheduling and maintaining an up-to-date weekly calendar that is viewable by members of the Executive Leadership and Administrative teams.
• Keeping up-to-date administration and organization of required trainings and credentialing
• Supporting and preparing program materials as requested by the program coordinators, including meeting notes, memos, program hours, agendas, presentations, and signage, etc.
• Navigating and maintaining the agency’s areas of communication via email, website, and social media as necessary
• Transcribing meeting notes and other important documents as requested by the team

Supporting with program logistics, communication, and data:

• Effectively communicating within programs to ensure information is accurate and up-to-date
• Preparing and maintaining records and other documentation according to program(s) and agency standards, both in electronic and hard copy form.
• Supporting programs with coordinating logistics for meetings, trainings, events, workshops, and events as necessary
• Working directly with designated program coordinators and with the Associate Executive Director to support the establishment, maintenance, and optimized performance of the agency’s programs and projects.
• Collecting and analyzing data related to program activities (e.g. conducting surveys, compiling feedback, and preparing reports to help assess program activity effectiveness).
• Providing administrative support to agency’s MaineCare billing and reimbursement processes.
• Accurately submitting receipts for payments & reimbursements, while following all instructions for other financial transactions as dictated by the fiscal team.
• Maintaining confidentiality when working with sensitive information and/or topics

Working collaboratively within the programs and community as a representative of the agency:

• Demonstrate commitment to cultural sensitivity and the ability to work effectively with diverse populations.
• Maintain knowledge of and compliance with Commonspace’s policies, procedures, and legal obligations.
• Positively represent Commonspace in the community.
• Actively participate in, assist, and/or facilitate agency activities and initiatives.
• Engage in regular supervision.
• Complete and maintain up to date on all required training and certification courses.
• As an individual and as a member of team, promote working collectively in support of the agency mission.

Role Presence

• This is a Full-Time Hybrid Position. The schedule may vary from week-to-week, with required in-office hours, and some home office hours—a varying schedule of in-person and remote meetings.
• The Programs Assistant will maintain an up-to-date weekly calendar that is viewable by members of the Executive Leadership and Administrative teams.

Education and Experience

• Bachelor’s Degree in Social Work, Social Services or related field of study, or comparable combination of education and relevant experience.
• Experience working in an administrative setting, whether in the office, for-profit, or nonprofit sector
• Training and/or experience working with Microsoft, such as Outlook, Word, and Excel, etc.
• Personal life experience relatable to that of the peers enrolled in this program AND/OR a demonstrated understanding of and experience with the practice and principles of peer support.

Certifications & Licensure

• Valid Driver’s License and personal vehicle for work use. -Required

Physical Requirements

• Must be able to sit, stand, and walk for extended periods of time.
• Must be able to ambulate up and down stairs.
• Must be able to lift 15 pounds as necessary.

Working Environment

This position requires working around individuals who may be under the influence of substances, exhibiting mental health symptoms, or present challenging behaviors. Medical and other emergencies may occur in the working environments, including substance overdoses, suicidal ideation and/or self-harm, physical and/or verbal violence; when such events occur contacting emergency services for assistance is essential and required of all employees.

Equal Opportunity Employer

Commonspace is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, creed, disability status, protected military and veteran status, sexual orientation, gender identity, or gender expression or any other characteristic protected by law.

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift

People with a criminal record are encouraged to apply

Application Question(s):

• Why do you want to work for Commonspace?

Education:

• Bachelor's (Required)

Experience:

• Administrative: 1 year (Required)

License/Certification:

• Driver's License (Preferred)

Ability to Commute:

• Portland, ME 04101 (Required)

Ability to Relocate:

• Portland, ME 04101: Relocate before starting work (Required)

Work Location: Hybrid remote in Portland, ME 04101