Pathways Program Assistant – United Friends of the Children – Los Angeles, CA

Organization Overview

United Friends of the Children empowers current and former foster youth on their journey to self-sufficiency through service-enriched education and housing programs, advocacy and consistent relationships with a community of people who care. By building relationships with youth over an extended period, UFC’s programs focus on commitment and consistency. UFC has two direct service departments: Housing and Education. Our Pathways Housing Program provides students with housing and support services as they seek to obtain stable and secure housing and employment. Our Education Programs consist of the College Readiness Program and the College Sponsorship Program. The College Sponsorship Program provides academic, personal and financial support to foster youth to help them graduate from a four-year college or university.

About the Pathways Program:

Pathways provides quality housing and intensive support services to 18 to 24-year-old former foster youth in a model that requires increasing levels of personal responsibility and initiative from its participants. The program is designed to assist youth who have emancipated from foster care by helping them obtain stable and secure housing, secure meaningful employment, further education goals, and build the life skills they need to become financially self-sufficient and emotionally stable adults.

Position Summary:

Reporting to the Director of Housing Programs, the Program Assistant will plays a key role in the Pathways Program, acting as a point of connection for the entire Pathways staff. The individual in this position will act as an assistant to the Program Director for day-to-day matters, contract compliance, and will provide clerical and administrative support to the Pathways Program.

The Program Assistant will work standard business hours Monday-Friday and weekends and evenings as necessary. The Program Assistant will be based out of UFC’s downtown office.

Work Location and Schedule:

The Program Assistant will work standard business hours Monday-Friday and weekends and evenings as necessary. The Program Assistant will be based out of UFC’s downtown office and will engage in some travel throughout the month to UFC’s housing sites and other locations within Los Angeles County as needed.

Duties and Responsibilities:

Assistant to Program Director

Support Program Director with all day-to-day activities such as phone calls, scheduling meetings, and managing calendar, responding to calls, and tracking outreach efforts.

Manage incoming Pathways inquiries and redirect to appropriate staff

Assist the Program Director in preparation for Board and Committee meetings

Support Program Director with follow-up on research, inquiries, projects and plans as a matter of daily project management.

Data entry as needed into ETO database.

Support Director with Administrative tasks

Assist with report development from ETO database working closely with Director

Pathways Program Assistant

Ensure effective and professional telephone, email, and mail communications both within and outside the organization

Support Director with ensuring timely updates of program demographic and statistical documents (History of Occupancy, Statistical Breakdown, Transition Age Housing Census Report, Resident Roster, AC Caseload Sheet, etc.)

Assist with the gathering of program information for grant reports, LAHSA, HUD, THP Plus, foundations and private donors

Assist with ensuring that data is provided to Data Administrator for HMIS entry and other internal and external reports

Organize and maintain all Pathways records. In particular, assist in maintaining and organizing youth filing system for day-to-day use, also assist in preparation of files for internal and annual audits in accordance with grant contract requirements.

Assist in the move-ins/exit of youth by securing resources (eg. 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 and code P.O.’s, invoices and program receipts (Bus passes, Food Cards, etc.) for monthly expenses

Co-facilitate Pathways Petty Cash process.

Assist Director with generating meeting agendas, maintain accurate records and provide support for all aspects of preparation for staff meetings

Assist with administrative details associated with Pathways Committee meetings throughout the year (i.e. prepare and distribute meeting notices, agendas, minutes, etc.)

Identify potential areas of compliance vulnerability

Develop and implement corrective action plans for resolution of potential issues

Coordinate overall program compliance efforts including working in collaboration with Development Department for government grant reporting and working with staff for audit preparation

Create and maintain client files and ensure all files are complete

Manage volunteers as needed to assist with filing and data entry

Demonstrate a clear understanding of all requirements from funders – maintain calendar of reports due

Create and maintain an internal auditing system of client files and other areas which require compliance

Independently monitor and coordinator the compliance activities across the department

Develop and maintain policies and procedures for the general operation of the compliance component

Act as liaison between Pathways and Evaluation team

General UFC Responsibilities

Act as a role model within the organization to uphold and implement UFC’s organizational values:

Embrace program evaluation that leads to excellence and impact

Build effective and empowering partnerships with the youth, community and each other

Create a fun and exciting environment that inspires learning and innovation

Communicate openly, honestly and with humility across all groups

Work together as one organization

Other:

Additional duties as assigned

Required Qualifications

Minimum of a Bachelor’s degree

A minimum of two years’ of professional experience, preferably in a non-profit office

Proficiency in Microsoft Word, Excel and database management experience

Excellent verbal and written communications skills

Ability to present information concisely and effectively, both verbally and in writing

Ability to handle confidential information with sensitivity and integrity

Ability to multi-task and manage the completion of multiple projects, often with shifting priorities, while working under direct supervision or independently

Excellent time management skills

Positive and respectful attitude

Team player

Demonstrated ability to be creative, flexible and well-organized

    Excellent interpersonal skills

Ability to establish and cultivate respectful relationships with people from diverse backgrounds.
Holds self-accountable, sets high expectations for self and others, works both independently and collaboratively and relates tasks to organizational values.
An understanding of and sensitivity to issues concerning former foster care youth, is a plus.
Knowledge and proficiency of Microsoft Word, Excel and Outlook applications.

Direct reports

None

Other

Has a reliable personal automobile.

How to apply

Please send resume, cover letter and salary history to tlpinbox@unitedfriends.org with the subject line Program Assistant Position.

[yuzo_related]