Job Description

POSITION SUMMARY
Under the direction of the Director of Field Operations, the Program Assistant provides administrative support for outreach and education, scheduling and logistics, and program data and documentation. The Program Assistant works closely with the San Francisco Bay Area staff and the San Jose Chapter leadership staff to assure smooth and efficient office operations. The Program Assistant has the primary responsibility for staffing the reception area and welcoming all visitors and callers. The Program Assistant provides information and referral to callers; directs calls to appropriate staff; assures excellent organization of materials, up-to-date data entry, and computer and paper files; helps organize volunteer tasks; and provides administrative support to the Bay Area staff as needed.

This is a full-time position, located in the San Francisco regional office, reporting to the Director of Field Operations.

ESSENTIAL JOB FUNCTIONS

Office Administration (20%):
* Greet and welcome visitors and ensure their needs are met by connecting them to appropriate staff
* Maintain coverage at the front desk during business hours
* Greet and assist support group and education program participants
* Field wide range of incoming calls and emails; provide accurate and timely information or direct inquiry to the appropriate person
* Manage calendars for work station occupancy and for meeting rooms
* Forward invoices and donations to Chapter office; make bank deposits when required
* Assist staff and volunteers with office procedures, equipment and supplies
* Maintain office organizational systems, files and common areas 
* Oversee facility operations and maintenance of office equipment 
* Maintain inventory of office supplies for the San Francisco office; order new supplies as needed 
* Suggest improvements to processes and systems
* Provide clerical support and general office administration

Education Programs (20%):
* Assist San Francisco team with logistical arrangements for educational programs and annual education conferences
* Respond to requests and coordinate staffing for health fairs and community events; assist with staffing when needed
* Prepare materials for health fairs, trainings, presentations and meetings
* Manage workshop and conference registrations in Personify database
* Update support group and education program listings in databases; including Personify and Community Resource Finder
* Ensure information is updated in a timely manner for print materials prepared by Chapter Communications staff

Family Services (20%):
* Provide basic follow-up information and referral to constituents referred via Personify
* Forward any incoming I&R calls to the Contact Center
* Responsible for ensuring 100% compliance of adherence of the Alzheimer's Association's Helpline Standards
* Enter constituent data and demographics in the Personify database
* Provide administrative support to San Francisco team as needed
* Manage Personify program data and all records of required documentation as requested
* Manage GetCare program data entry for grants with San Francisco Department of Aging and Adult Services  
* Promote 800#, enews, TrialMatch and advocacy activities

Special Events (20%):
* Screen and route calls from The Longest Day and Walk to End Alzheimer’s participants needing assistance to appropriate staff
* Use Convio to help participants register, fundraise and set up their own webpage
* Field general questions about The Longest Day and Walk to End Alzheimer’s, and assist participants with registration and logistics around these events
* Process team and participant funds that are turned into the office
* Provide administrative support to Special Events Manager(s) and other event staff

Volunteer Coordination (10%)
* Help recruit volunteers through VolunteerMatch and other volunteer outlets; forward applications to appropriate staff
* Train and support volunteers, oversee office volunteer tasks, ensure tracking of volunteer hours 
* Assist with annual volunteer appreciation event

Public Policy and Advocacy (10%)
* Assists with advocacy volunteer coordination
* Helps prepare documents for policy meetings
* Sets up logistics and prepares room(s) for committee meetings

CULTURE OF COLLABORATION
* Fully engage in a culture where team collaboration is highly valued 
* Work as a team to accomplish, if not exceed, organizational goals in the National Strategic Plan
* Participate in Signature Fundraising Events
* Participate in Walk to End Alzheimer’s® staff team and personal fundraising goals
* Work at least one Walk to End Alzheimer’s® on a weekend
* Participate in The Longest Day
* Respond to public policy calls to action & participate in advocacy days
* Enhance our culture of diversity and inclusion in all aspects of the job

KNOWLEDGE, SKILL, EXPERIENCE AND EDUCATION REQUIREMENTS
* Bachelor’s degree preferred in gerontology, social work, public health or related field
* Minimum of 2 years office administration experience required
* Excel and database experience required
* Ability to work professionally and demonstrate excellent customer service, both internally and externally 
* Well organized and detail-oriented with consistent and timely follow through 
* Experience with Alzheimer’s disease, caregiving or aging issues desired
* Microsoft Office Suite, google e-mail and office management experience required
* Excellent written and verbal communication skills
* Ability to multi-task and prioritize work 
* Ability to work with diverse communities and demonstrate inclusion
* Familiarity with related community services and agencies
* Ability to respond to emotional concerns of families

PERSONAL CHARACTERISTICS
* Strong customer service skills, both internal and external
* Proactive approach to problem-solving, willing to pitch-in where help is needed
* Excellent listening skills; friendly and helpful with all callers, visitors and staff
* Builds effective relationships with staff, volunteers and community partners
* Able to work compassionately with persons with dementia or memory loss and their care partners
* Flexible, easily adapts to rapidly changing circumstances
* Able to successfully manage seasonal changes in workload
* Good judgment in determining how best to handle a variety of situations
* Able to work well independently and with others  
* Committed to continuous quality improvement
* Willing to work occasional weekends and evenings for special events
* Excellent attendance 

Application Instructions

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