JOB TITLE: Senior Program Assistant STATUS: Full Time

FLSA STATUS: Exempt CUSTOMARY HOURS: M-F, 8 hours/day

HOURS/WEEK: 40 hours

DIVISION: Marillac St. Vincent Family Services

DEPARTMENT: Program & Services

DIRECT SUPERVISOR: Chief Program Officer

DIRECTLY SUPERVISES: Supervision of employees is not a responsibility of this classification. However, when assigned, may direct, review, and assign work and provide training to others

Mission

Marillac St. Vincent Family Services strengthens and amplifies the voices of marginalized communities-in the Vincentian spirit of service-through education and programs tailored to foster thriving families and sustainable communities in Chicago.

Core Values

Our employees commit themselves as individuals to live out the core values of integrity, excellence, creativity, advocacy, respect and empowerment in our daily work, as we serve the needs of others.

Integrity - Acting with transparency, humility and honesty

Excellence - Providing quality care with compassion

Creativity - Being continuously resourceful and inventive

Advocacy - Supporting the cause of those who lack resourcesfor a reasonable quality of life

Respect - Recognizing our own value andupholding the dignity and value of all people

Team Behaviors

1. Versatility – Understanding and appreciating different and opposing perspectives on an issue; adapting one’s approach as the requirements of the situation change; an eagerness for positive action; self-control; active listening.
2. A collaborative work model – Cooperatively working and sharing responsibility; contributing to the group effort; realizing a sense of commitment and ownership in the success of the organization’s goals. 
3. Mutual accountability – Holds others accountable with their roles; provides and receives feedback and takes constructive action.
4. Participant/customer advocate – Identifies opportunities to improve quality of services; presents oneself professionally.
5. Protects confidentiality & privacy – Respects and protects information about all staff and clients.

General Summary

Reports to Chief Program Officer and under general supervision of Program Directors who assigns duties and reviews work for effectiveness according to established work standards. Performs administrative duties of a difficult nature involving considerable variety and complexity of assignments and requiring independent judgment in applying guidelines to work situations.

Duties and Responsibilities

• Provides administrative support for the department Director and Managers as needed.
• Prioritizes work according to departmental needs; determines workflow problems and develops solutions.
• Receives, sorts, analyzes, and summarizes material for the preparation of reports; maintains department records. 
• Take notes in stakeholder meetings and disseminate follow-up materials.
• Obtain necessary signatures/approvals for outgoing communications and assure the transmittal of accurate data and information both internally and externally. 
• Coordinate and arrange virtual and in-person meetings, agenda compilation and materials, and calendar invitations. Reserve meetings spaces and record and transcribe minutes of meetings. 
• Manage daily calendar, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes. 
• Prepares advanced word processing, spreadsheet, and presentation documents as assigned including reports, budget documents, and presentations deck. 
• Prepares, submits, and reconciles purchase orders, and other financial transactions. 
• Assists in the development of program evaluation tools, techniques, and methods. 
• Assists in the development and implementation of quality assurance/quality improvement measures for the department. 
• Conduct general research to support programming as needed. 
• Identify opportunities to improve the quality and efficiency of the program and implement improvements as directed. 
• Regular attendance and punctuality is a requirement of this position.
• A professional and courteous manner and an ability to work harmoniously with other employees, participants and the general public. 
• Perform special projects and assignments as directed by management. 
• Accepts and performs other work as assigned

Education and Experience 

• Bachelor’s degree 
• 3 years plus of progressively responsible administrative and project management experience; 
• Demonstrated experience in the day-to-day support and management of department activities related to Senior Management managerial projects and programs

Qualifications

• Effective interpersonal skills and ability to relate to a diverse population
• Strong organizational and time management skills, with demonstrated planning and organizational skills to coordinate multi projects. 
• Ability to work effectively both independently and as part of a team
• Thorough knowledge of general office practices and procedures; considerable knowledge of office record keeping and reporting practices and procedures; considerable knowledge of efficient utilization of office equipment including personal computer systems; thorough knowledge of business English, grammar, and composition; proficient with the MS Office Software applications including Outlook, Word, Excel and Power Point

Language

• Ability to read and speak English proficiently
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, participants, and other employees of the organization.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is regularly required to talk or hear.
2. Possess the ability to fulfill and any all-office activities normally expected in an office setting, to include, but not limited to: remaining seated for periods of time to perform computer entry, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
3. The employee must occasionally lift and/or move up to 50 pounds. 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Internal office space.
2. The noise level in the work environment is usually moderate.