Program Specialist, Hip and Shelters - Tucson, United States - The Primavera Foundation

Description

PROGRAM DESCRIPTION AND JOB SUMMARY

Responsibilities:


DUTIES AND RESPONSIBLITIES _(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by leadership):_

• Assist with scheduling and preparing for meetings for internal teams as well as external parties.
• Provide prompt, responsive service and maintain a welcoming atmosphere when dealing with staff, participants, volunteers, and community partners.
• Provide general program information, provide appropriate referral information, transfer calls to appropriate staff/departments, and/or take messages as appropriate.
• Provide timely data entry and evaluation support for multiple programs, maintaining 99% accuracy.
• Research and write reports, presentations and other communications documents related to program and organizational needs.
• Maintain records, files and copies while adhering to all confidentiality and privacy policies.
• Provide transcription in meetings, effectively capture and share out information and action items to all parties involved.
• Participate in staff retreats, meetings and trainings as assigned. Report to multiple sites as scheduled.
• Demonstrate proactive problemsolving skills, anticipate needs,
• Contribute to the development of training materials and resources that aid in staff development.
• Collaborate with leadership and team members to identify areas for improvement in workflow, processes, and team dynamic. Assist in implementation of programmatic changes.
• Maintain high level of organization, manage multiple calendars, and consistently complete tasks in a timely manner.
• Offer support across programs by facilitating communication and information sharing, ensuring staff have the necessary resources to fulfill their roles effectively.
• Act as a resource for team members, addressing questions, concerns, and challenges, and helping to identify solutions or escalate issues when necessary.
• Adhere to and demonstrate Primavera's Guiding Principles of integrity, respect, accountability, compassion, and leadership.
• Work on special projects and other duties as assigned by leadership.

Qualifications:


KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the principles and practices of office administration.
• Problem solver, positive attitude, strong sense of optimism, collaboration and team work.
• High level of proficiency in the use of word processing, spreadsheets, and relational database software programs.
• Ability to coordinate work activities with other staff members in a team effort.
• Ability to develop and maintain effective working relationships and maintain energetic and positive interactions with diverse staff, volunteers, other community partner nonprofit/forprofit organizations and businesses, public sector agencies, and the public.
• Ability to professionally communicate at all times, both verbally and in writing, throughout all levels of the organization.
• Extensive organizational and time management skills, experience with project management processes, ability to handle multiple projects and adjust priorities to meet deadlines.
• Comprehensive knowledge of dynamics of homelessness.
• Ability to work in an environment with mínimal supervision, be dependable, and be flexible to meet program needs.

MINIMUM QUALIFICATIONS

• Bachelor's degree in public administration, a human service or related field.
• Four years of prior administrative support experience.
• A demonstrated mastery of communication skills to permit successful accomplishment of assigned tasks.
• Proficiency with a wide variety of office equipment, including computers, printers, projectors, etc.
• Proficiency with Microsoft Office, especially Outlook, Word, Excel, Power Point, as well as experience with HMIS, ETO or other similar database and/or tracking systems.
• Experience working with people undergoing addiction or mental health issues.
• Extensive knowledge of community resources, community partners and ability to coordinate with other providers.
• Crosstrain in both Emergency shelters and HIP program functions to comprehend needs of the programs and staff.
• Bilingual in English and Spanish (spoken and written), preferred.
• First Aid/CPR certification or ability to obtain.
• Fingerprint clearance, or ability to obtain.
• Reliable transportation, a valid driver's license, and proof of current registration and insurance coverage to attend offsite meetings and travel between locations.

- _Please note: A combination of education and experience may be accepted in lieu of degree._


PHYSICAL ENVIRONMENT/CONDITIONS

• Ability to work in a busy office environment with moderate noise levels, seated with intermittent standing, walking, bending, climbing, and stooping
• Ability to lift and carry up to 40 pounds
• Visual acuity and hand dexterity to work with computer programs, documents, reports, and other data sources for reading, entering, processing, and