PROGRAMS ASSISTANT - OPERATIONS

A Programs Assistant-Operations plays a crucial role in supporting the day-to-day operations of the Foundation. This role involves a wide range of tasks to ensure the smooth functioning of various processes within the company.
This role supports the Operations Manager by providing effective and efficient support to the Operations Department and the Access Program team, ensuring smooth program delivery. This includes administrative, logistical, and information management assistance to the Executive Director, Programs Director, Operations Manager, Program Supervisors, Program Coordinators, and other team members, as well as planning and coordination of team activities (meetings, workshops, training, travel, budgets, etc.).
The Programs Assistant-Operations is responsible for assisting with the overall program aspects of the Foundation, from the conceptualization to the final execution. This position involves assisting with administrative tasks, facilities management, technology support, inventory management, program procurement and data/record keeping. The Program Assistant will work closely with the Finance Department to reconcile program procurement purchases with support from the Operations Manager.

This position is responsible for the overall day to day operation and management of DFEO’s programs in support areas and program operations. The position reports to the Operations Manager, and additionally accepts direction and tasking from the Programs Director & Executive Director.

• Full-time, Non-Exempt Position | Starting Salary $24.00 per hour
• Typically, Monday – Friday, 9:30am – 6:30pm; with occasional evening and weekend meetings, program activities, trainings, and events throughout the year
• Must be able to commute to Downey, CA for work

Requirements

• Bachelor’s Degree preferred or in process; extensive experience will be taken into consideration in lieu of a degree
• A minimum of three years’ experience working at an advanced level at an educational program with office responsibility, with a high degree of job independence
• Proven experience in an administrative or operational support role
• Demonstrated leadership abilities partnering with business leaders in a fast-paced changing environment
• Strong customer service skills
• Excellent communication and interpersonal abilities; ability to express opinions in a professional manner
• Demonstrated ability to present, influence, negotiate and effectively coach staff and managers to use the company best practices
• Strong conflict resolution skills
• Strong organizational, planning, time management, and follow up skills
• Advanced computer skills, to include MS Office Suite, Google Suite (Word, Excel, PowerPoint, and database management), etc.
• Attention to detail and accuracy in data entry and record-keeping
• Ability to work effectively in a team and independently
• Adaptability and willingness to take on diverse tasks
• Knowledge of basic logistics and inventory management principles is a plus
• Solid research and presentation skills
• Candidate must possess reliable transportatio

KEY RESPONSIBILITIES:

Administrative Support:
1. Provide administrative assistance to the Operations Manager and Programs team.
2. Maintain and organize records, documents, and reports.
3. Assist in scheduling meetings and appointments.
4. Supports the front office by appropriately handling general correspondence via emails, texts, phone calls, and in-person inquiries.
Inventory Management:
1. Assist in tracking and managing inventory levels.
2. Conduct regular inventory counts and reconcile discrepancies.
3. Maintain basic inventory of needed items.
4. Place orders for office, program, and operational supplies.
Data Entry and Record Keeping:
1. Enter and update data in databases or spreadsheets.
2. Maintain accurate records of operational and program activities.
3. Generate reports and summaries as needed.
All Facilities:
1. Help maintain the cleanliness and organization of the workplace
2. Resolves facility-related issues.
3. Deliver packages and supplies to all 17 DFEO/DUSD sites & storage facilities; must be able to safely and frequently lift, carry, push, pull, or move objects, up to 50 pounds.
Logistics Support:
1. Coordinate with logistics partners and team members to ensure timely delivery of products and materials.
2. Assist in monitoring and optimizing shipping and transportation processes.
3. Obtains needed supplies and equipment for staff and school sites and maintain accurate records for processing.
IT Support:
1. Provide comprehensive tech support for Apple products, including, but not limited to troubleshooting and resolving technical issues remotely and in-person.
2. Utilize JAMF to manage, configure and deploy Apple devices, including software updates, application deployment and safety/security policies.
3. Leverage Asset Panda for asset tracking, inventory management and audit reporting.
4. Assist with the onboarding of new and existing users by reconfiguring and setting up devices according to the policies and specifications provided by the Operations Manager.
Compliance and Documentation:
1. Ensure compliance with company policies and procedures.
2. Assist in maintaining and updating operational documentation.
3. Reconciliation of DFEO credit cards and checking accounts for programs budget and grant reporting
Customer Service:
1. Respond to customer inquiries and resolve operational-related issues.
2. Provide support to program partners and team members to ensure a positive customer experience.
Team Collaboration:
1. Collaborate with various departments to facilitate cross-functional operations.
2. Assist in project coordination and implementation.

Other Responsibilities:

• Assists Operations and other Access program staff in assessing and meeting the needs of clients, planning appropriate services, and developing new programs, projects, policies, and procedures
• Provides support to program providers and assists Operations Manager and Programs Director with necessary parent meetings and/or staff development training
• Schedules operations and program activities and events, including special after-school & weekend events, and field trips; provides support at said activities and events
• Supports and maintains systems to effectively recruit, register, and assist all program participants and their families; maintain appropriate records of all program participants
• Ensure vendor and partners invoices are completed accurately and timely, including time reporting for payment
• Ensure availability of training and maintenance of records for staff certifications and training required for grants and in accordance with established practice. Schedule training as required.
• Ensure Program Coordinators, Site Coordinators, and program staff is provided data for acquisition and maintenance of equipment/technology
• Monitor staff’s requests for operational services, includes referrals to internal and external resources. Ensure data is entered into appropriate databases.
• Collect data as requested for required reports; present reports to management
• Schedule and coordinate special meetings, events, staff scheduling, partners’ schedules
• Acts as the academic liaison to sustain student attendance; assists with student registration and parent inquiries
• May assist with staff training, Foundation events, special committees, and overseeing staff within those committees and events
• Serves as spokesperson for the Foundation and its programs; attends meetings and events as assigned by the Executive Management; may present at events or meetings
• Performs other duties as assigned by Operations Manager and Executive Management to support the success of all Programs

Requirements

• Bachelor’s Degree preferred or in process; extensive experience will be taken into consideration in lieu of a degree
• A minimum of three years’ experience working at an advanced level at an educational program with office responsibility, with a high degree of job independence
• Proven experience in an administrative or operational support role
• Demonstrated leadership abilities partnering with business leaders in a fast-paced changing environment
• Strong customer service skills
• Excellent communication and interpersonal abilities; ability to express opinions in a professional manner
• Demonstrated ability to present, influence, negotiate and effectively coach staff and managers to use the company best practices
• Strong conflict resolution skills
• Strong organizational, planning, time management, and follow up skills
• Advanced computer skills, to include MS Office Suite, Google Suite (Word, Excel, PowerPoint, and database management), etc.
• Attention to detail and accuracy in data entry and record-keeping
• Ability to work effectively in a team and independently
• Adaptability and willingness to take on diverse tasks
• Knowledge of basic logistics and inventory management principles is a plus
• Solid research and presentation skills
• Candidate must possess reliable transportation

Working Environment:

• Work is performed generally in an office environment but may include indoors/outdoors in a storage facility, classroom, other offices, and playground environment.
• Work is subject to constant interruptions.
• Staff may have exposure to cold and hot weather as a result of outdoor activities or events.

Physical Demands:

The physical requirements indicated below are examples of the physical aspects that this position must perform in carrying out essential job functions. This role may require the ability to lift and carry moderately heavy items and perform tasks that involve standing, bending, and walking. Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.

• Must be able to safely exert up to 50 lbs. of force frequently to lift, carry, push, pull, or move objects.
• Hearing and speaking to exchange information and provide assistance.
• Seeing to monitor students during activities.
• Must have a full range of motion in the upper extremities.
• Dexterity of hands and fingers to operate equipment and to work with various objects.
• Sitting, walking, running, standing, kneeling, crouching, or bending at the waist for extended periods.

Clearances:

Offers of employment are contingent upon successful clearance of the following:

• CPR (Infant, Child, and Adult) Certificate
• First Aid Certificate
• Mandated Reporter Certificate

Licenses: Must have a valid California Class C Driver’s License and an automobile with adequate insurance coverage as it is needed to carry out job-related essential functions.

DISCLAIMER: THE INFORMATION PRESENTED INDICATES THE GENERAL NATURE AND LEVEL OF WORK EXPECTED OF EMPLOYEES IN THIS CLASSIFICATION. IT IS NOT DESIGNED TO CONTAIN, NOR TO BE INTERPRETED AS, A COMPREHENSIVE INVENTORY OF ALL DUTIES, RESPONSIBILITIES, QUALIFICATIONS, AND OBJECTIVES REQUIRED OF EMPLOYEES ASSIGNED TO THIS JOB.

Job Type: Full-time
Pay: From $24.00 per hour
Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

License/Certification:

• California Driver’s License (Required)
• CPR Certification (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Downey, CA 90241 (Required)

Ability to Relocate:

• Downey, CA 90241: Relocate before starting work (Required)

Work Location: In perso

This position is responsible for the overall day to day operation and management of DFEO’s programs in support areas and program operations. The position reports to the Operations Manager, and additionally accepts direction and tasking from the Programs Director & Executive Director.

• Full-time, Non-Exempt Position | Starting Salary $24.00 per hour
• Typically, Monday – Friday, 9:30am – 6:30pm; with occasional evening and weekend meetings, program activities, trainings, and events throughout the year
• Must be able to commute to Downey, CA for wor