Assistant to VP of Programs

• Support VP of Programs with administrative tasks such as conducting research and tracking outreach
  
• Record notes and prepare correspondence on behalf of VP of Programs
  
• Prepare the VP of Programs for Board, Program Committee meetings, and other pertinent meetings and distribute materials to attendees as requested
  
• Support VPP with management of strategic projects
  
• Prepare reports using the Apricot database as requested by the VPP 

Programs Support and Coordination

• Support telephone, email, and mail communications from youth and referral parties inquiring about the programs
• Update program demographic and statistical documents
• Enter data into Apricot and HMIS databases as needed
• Assist with gathering program information for grant reports, LAHSA, HUD, THP Plus, foundations and private donors
• Compile and submit THP Plus Monthly, Quarterly, and Annual reports for the housing program within strict deadlines
• Assist with providing information to internal and external stakeholders for internal and external reports
• Organize and create new files for Pathways and Education programs.
• Assist in preparation of files and data for internal & annual audits in accordance with grant requirements
• Assist in the move-ins/exit of youth by securing resources (e.g. AMEX cards) and ensuring the accuracy and completion of intake and exit paperwork prior to filing
• Ensure move-in packets, exit packets, and all other necessary paperwork are readily available for use by Pathways team
• Generate check requests, invoices and receipts (Bus passes, Food Cards, etc.) for monthly expenses
• Coordinate gift card acquisition, purchasing, and distribution for Pathways program
• Coordinate Petty Cash process as needed
• Process payments to therapist contractors and vendors for Life Skills events or other speakers/workshops
• Assist Property and Facilities Manager with food pantry coordination
• Support Housing and Education Directors as needed
• Collaborate with the VP of Programs and Program Directors to coordinate program events, retreats, and other team-building activities
• Collaborate with the VP of Programs to develop processes that support program functioning

General United Friends Responsibilities

• Act as a role model within the organization to uphold and implement United Friends’ organizational values:
  o Embrace program evaluation that leads to excellence and impact
  o Build effective and empowering partnerships with the youth, community and each other
  o Create a fun and exciting environment that inspires learning and innovation
  o Communicate openly, honestly and with humility across all groups
  o Work together as one organization

Other  

• Other duties as assigned. 

• A high school diploma and 3+ years’ of professional experience in a related setting
• Has a positive, respectful attitude and works well in a team setting
• Ability to establish and cultivate respectful relationships with people from diverse backgrounds
• Ability to handle confidential information with sensitivity and integrity
• Ability to present information concisely and effectively, both verbally and in writing
• Ability to multi-task and manage the completion of multiple projects, often with shifting priorities, while working under direct supervision or independently
• Demonstrated ability to be creative, flexible and well-organized
• Holds self-accountable, sets high expectations for self and others, and relates tasks to organizational values
• Knowledge and proficiency of Microsoft Word, Excel, Outlook applications and online databases
• Has a CA Driver’s License and reliable personal transportation
• Passionate about United Friends’ mission

• Bachelor’s degree
  
• Experience in a non-profit setting
  
• An understanding of and sensitivity to issues concerning former foster care youth