PROGRAM DESCRIPTION AND JOB SUMMARYThe Primavera Foundation is a non-profit community development organization that has been providing pathways out of poverty and strengthening the Tucson community since 1983, through a variety of programs and services. The Program Specialist will provide support to the leadership of two key Emergency Services programs within Primavera Foundation. This position includes administrative support, communication coordination, problem solving skills, data entry and systems development. The successful candidate will be detail oriented, highly adaptable to change, and a supportive team player. The Program Specialist will also demonstrate a drive for helping others, highly effective organizational and listening skills, and flexibility in terms of ability to juggle and prioritize varying tasks and priorities.DUTIES AND RESPONSIBLITIES (Work assignments may vary depending on the department’s needs and will be communicated to the applicant or incumbent by leadership):

• Assist with scheduling and preparing for meetings for internal teams as well as external parties.
• Provide prompt, responsive service and maintain a welcoming atmosphere when dealing with staff, participants, volunteers, and community partners.
• Provide general program information, provide appropriate referral information, transfer calls to appropriate staff/departments, and/or take messages as appropriate.
• Provide timely data entry and evaluation support for multiple programs, maintaining 99% accuracy.
• Research and write reports, presentations and other communications documents related to program and organizational needs.
• Maintain records, files and copies while adhering to all confidentiality and privacy policies.
• Provide transcription in meetings, effectively capture and share out information and action items to all parties involved.
• Promptly respond to email messages and calls, assisting leadership in effective turnaround of communication as well.
• Participate in staff retreats, meetings and trainings as assigned. Report to multiple sites as scheduled.
• Demonstrate proactive problem-solving skills, anticipate needs,
• Contribute to the development of training materials and resources that aid in staff development.
• Collaborate with leadership and team members to identify areas for improvement in workflow, processes, and team dynamic. Assist in implementation of programmatic changes.
• Maintain high level of organization, manage multiple calendars, and consistently complete tasks in a timely manner.
• Offer support across programs by facilitating communication and information sharing, ensuring staff have the necessary resources to fulfill their roles effectively.
• Act as a resource for team members, addressing questions, concerns, and challenges, and helping to identify solutions or escalate issues when necessary.
• Adhere to and demonstrate Primavera’s Guiding Principles of integrity, respect, accountability, compassion, and leadership.
• Work on special projects and other duties as assigned by leadership.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the principles and practices of office administration.
• Problem solver, positive attitude, strong sense of optimism, collaboration and team work.
• High level of proficiency in the use of word processing, spreadsheets, and relational database software programs.
• Ability to coordinate work activities with other staff members in a team effort.
• Ability to develop and maintain effective working relationships and maintain energetic and positive interactions with diverse staff, volunteers, other community partner non-profit/for-profit organizations and businesses, public sector agencies, and the public.
• Ability to professionally communicate at all times, both verbally and in writing, throughout all levels of the organization.
• Extensive organizational and time management skills, experience with project management processes, ability to handle multiple projects and adjust priorities to meet deadlines.
• Comprehensive knowledge of dynamics of homelessness.
• Ability to work in an environment with minimal supervision, be dependable, and be flexible to meet program needs.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in public administration, a human service or related field.
• Four years of prior administrative support experience.
• A demonstrated mastery of communication skills to permit successful accomplishment of assigned tasks.
• Proficiency with a wide variety of office equipment, including computers, printers, projectors, etc.
• Proficiency with Microsoft Office, especially Outlook, Word, Excel, Power Point, as well as experience with HMIS, ETO or other similar database and/or tracking systems.
• Experience working with people undergoing addiction or mental health issues.
• Extensive knowledge of community resources, community partners and ability to coordinate with other providers.
• Cross-train in both Emergency shelters and HIP program functions to comprehend needs of the programs and staff.
• Bi-lingual in English and Spanish (spoken and written), preferred.
• First Aid/CPR certification or ability to obtain.
• Fingerprint clearance, or ability to obtain.
• Reliable transportation, a valid driver’s license, and proof of current registration and insurance coverage to attend off-site meetings and travel between locations.

*Please note: A combination of education and experience may be accepted in lieu of degree.PHYSICAL ENVIRONMENT/CONDITIONS

• Ability to work in a busy office environment with moderate noise levels, seated with intermittent standing, walking, bending, climbing, and stooping
• Ability to lift and carry up to 40 pounds
• Visual acuity and hand dexterity to work with computer programs, documents, reports, and other data sources for reading, entering, processing, and routing information
• Exposure to individuals and families experiencing homelessness and associated health and behavioral health issues.