Program assistant Jobs in Quincy, MA

Program Assistant

FLSA Status: Non Exempt

Pay range: Low $21.31 per hour High $23.44 per hour

Schedule: Full time Monday Friday 7:30 am 3:30 pm.

Job Summary

The Program Assistant position is a dynamic role that supports all the guest facing work we do at St. Francis House. The Programs Assistant provides administrative, operational, and client support to the Housing and Behavioral Health programs at St. Francis House. This role ensures smooth day-to-day operations, supports program staff, and assists in delivering high-quality services to individuals experiencing homelessness. The Programs Assistant plays a critical role in coordinating resources and fostering a welcoming, respectful environment for all guests.

Essential Duties / Responsibilities

• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel.
• Retrieves messages from voicemail and forwards them to appropriate personnel.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Provides a calm, supportive, and compassionate presence in the waiting area, welcoming guests and managing guest traffic as they navigate services. Monitors the waiting area and communal areas for any guest needs.
• Triages guests with high acuity behavioral health concerns quickly, discretely, and compassionately to the appropriate clinical team member.
• Keeps track of daily staff schedules, acting as a liaison for meetings with guests.
• Maintains up to date knowledge and communications of St. Francis House programs and services to provide guests appropriate information and guidance.
• Coordinates and hosts collateral services on site on behalf of Programs.
• Ensures that materials are available to guests in both English and Spanish.
• Ensures that all posted items on bulletin boards for the various programs are appropriate and up to date.
• Uses client database to coordinate care and alerts.
• Ensures guest confidentiality is maintained at the highest standard, abiding by HIPAA & 42CFR Part II.
• Attends and annotates Department Meetings as needed.
• Research resources and public health information to distribute to guests and staff.
• Assists with planning and coordinating Housing and Behavioral Health events.
• Manages and distributes supply orders, ensuring the department budgets are adhered to; receives and maintains office supplies.
• Maintains expense reports for each department and submits receipts and invoices to the Finance Department.
• Monitors communal spaces for any cleaning or repair needs, completes light housekeeping as needed, and submits work orders to Facilities team when appropriate.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Collaborates proactively with colleagues within the department as well as across SFH departments.
• Adheres to agency code of conduct.
• Performs other duties as assigned.

Requirements

Required Skills & Abilities:

• Self-directed with the ability to work both independently and as part of a team.
• Proficiency in Microsoft Office Suite products (outlook, word, excel, power point).
• Reliable, dependable, flexible and ready to jump in to assist.
• Demonstrated ability to work with individuals experiencing homelessness and barriers to employment within a busy homeless services environment.
• Warm, welcoming, positive, enthusiastic demeanor.
• Proficiency in English.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills
• Excellent organizational skills with attention to detail.
• Ability to function well in a fast-paced and stressful environment.
• Basic understanding of and commitment to taking a person-centered, recovery-oriented, and trauma-informed approach.
• Strong analytical and problem-solving skills.

Education & Experiences:

• High School diploma or equivalent.
• Further education in human services a plus
• Experience providing direct services to homeless individuals.
• Experience providing office management/ administrative support in a fast-paced setting.
• Experience with multi-line phone system/s.
• Experience working at the front desk.
• Experience in customer service.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point).
• Lived experience of homelessness and/or recovery a plus.
• Bilingual Spanish preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift 25-pound packages, as needed.
• Occasionally standing and moving throughout multi-level building.
• Constantly operate computer and other office machinery, such as a calculator, copy machine, computer printer, and 2-way radio.

SFH is an Equal Employment Opportunity Employer committed to a diverse and inclusive workforce where all staff can reach their fullest potential. We welcome everyone who has lived experience of homelessness and/or recovery, and those who have faced historic barriers to competitive employment, in particular Black, Indigenous, and People of Color (BIPOC), and those who are multi-lingual or multi-cultural and members of the LGBTQ+ community. Reasonable accommodations may be made to enable individuals with disabilities to perform these duties.