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Program Support Coordinator

Full-time, Non-exempt

Reporting to the Vice President of Programs, the Program Coordinator plays a key role in supporting the Housing, Education, and Intake/Outreach programs, acting as a point of connection for UFC’s Programs. The individual in this position will act as an assistant to the VP of Programs for day-to-day matters and will provide clerical and administrative support to the Pathways, Education, and Intake/Outreach programs.

  • Duties and Responsibilities:

    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. 

     

  • Required Qualifications:
    • 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
  • Preferred Qualifications:
    • Bachelor’s degree
    • Experience in a non-profit setting
    • An understanding of and sensitivity to issues concerning former foster care youth
As a full-time non-exempt employee, the Program Coordinator will work standard business hours Monday-Friday, and weekends and evenings as necessary. While United Friends’ downtown office will serve as the Program Coordinator’s primary location, working occasional travel to United Friends’ housing sites across Los Angeles County is required.

To apply, click below and submit resume and cover letter, including desired salary range, to jobapplicants@unitedfriends.org. Please note position title in the subject line.
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