Program Support Specialist

Under the supervision of the Program Support Manager (PSM), the Program Support Specialist (PSS) is responsible for providing administrative support, contributing to the overall administrative success of the assigned program area. The PSS works in collaboration with the PSM and Program Directors/Managers to collect data in a manner that is well organized, accurate, and timely. The PSS is responsible for maintaining confidentiality and is required to have a high level of attention to detail, and the ability to interact positively across program areas with internal and external stakeholders.

Status:$22-26

Reports To:

Program Support Manager

Reporting Staff:

None

Support and uphold Maryvale’s Mission, Vincentian Core Values, and Trauma-Informed Care philosophy, recognizing the presence of trauma symptoms and acknowledging the role that trauma has played in the lives of the clients/residents

Assist in the healing process by developing appropriate RICH® (Respect, Information, Connection, and Hope) relationships with those served

Follow Universal Precautions when exposed to blood and body fluids and follow Occupational Safety Health Administration (OSHA) regulations pertaining to safety and the use of equipment/machinery..

Promote and support the attitudes, behaviors, knowledge, and skills necessary to work respectfully and effectively with each other as well as demonstrate the ability to address the needs of the children and families Maryvale serves.

Provide day-to-day administrative support for the assigned program area including but not limited to: office management, client/customer service, coordination of calendars, filing, scanning/copying, mail, data collection, and report completion as assigned.

Prepare weekly, monthly, quarterly, and/or annual surveys for assigned program area, and ensure that data is collected, analyzed, and shared out in a timely manner.

Create and share calendar reminders to responsible parties to ensure that required data is submitted to the PSS to ensure timely creation of reports.

Process check requests, reimbursements, credit card reports, petty cash, and/ororder requests as assigned by the Program Directors/Managers or the PSM.

Complete the timely process of any assigned billing; reconcile monthly to ensure all accounts are current.

Maintain a time management and tracking system to ensure that internal and external deadlines are met.

Multitask and prioritize effectively, supporting various projects simultaneously and effectively with minimal follow-up. Provide timely and accurate reports and project updates to the PSM and Program Director/Managers.

Respond to emails and requests for information within 24 hours.

As a mandated reporter, communicate with relevant Program Administration immediately regarding safety or program concerns.

When applicable, and in the event of emergencies such as low staffing, the Program Support Specialist may be required to step into program areas to provide coverage and ensure continuity of services. Participate in and complete all Maryvale-assigned trainings and professional development activities to maintain compliance with agency, contractual, and regulatory requirements, and to strengthen administrative skills. Communicate with clients, families, and Associates in a clear, concise manner, consistent with the Maryvale Communication Policy.

Participate in community outreach efforts and represent Maryvale at assigned events to promote awareness of agency programs, strengthen community partnerships, and educate the public about services provided.

Perform other duties as assigned.

High school diploma and minimum of 3 years administrative support experience, preferably in the field of a non-profit, social or human…