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Program Assistant

Billings, MT

Relocation expenses: Not paid

Entry Level
Full time
1 - 2 years of experience
Bachelor's Degree
$31,000 to $40,000 per year

Published on 4 Nov 2022

Expires on 31 Oct 2022

Program Assistant

PROGRAM ASSISTANT JOB DESCRIPTION

Position Title:  Program Assistant

Reports To:  CEO, Out-Of-School-Time Program Director, Community Impact Coordinator

Type of Position:  Full-time; Permanent

FLSA Status:Non-Exempt

Schedule:  This position will generally work from 8 AM – 5 PM, Monday thru Friday with occasional weekends, early morning and evenings as needed to facilitate meetings and events.

ROLE:  This position includes three main components.

  1. CARE Academy Support
  2. Office Management and CEO support
  3. Community Impact Programming

CARE Academy (40%):

  1. Work with the Out-Of-School-Time Program Director to create and distribute CARE Academy Enrollment Applications for the School Year Program and the Summer Program.
  2. Periodically revise parent handbook and enrollment forms.
  3. Review and process all CARE applications and enrollment packets, including entering data into the CARE Academy database- ProCare, processing application fees and contacting parents for missing information.
  4. Maintain CARE Academy waiting lists and communicate immediately any openings to CARE parents.
  5. Provide support in preparing the monthly tuition billing statements and e-mail to CARE parents.
  6. Assist the Out-Of-School-Time Program Director with processing tuition assistance applications.
  7. Maintain communications with CARE parents via unified monthly calendar and email messaging.

Office Management and CEO support (20%):

  1. Support the CEO as requested.
  2. Support Director of Operations with maintenance for facility and office equipment.
  3. Plan Board and Committee meeting meals.
  4. Maintain office supply inventory and order supplies as needed.
  5. Assist with campaign projects, data entry, and mailings as needed.
  6. Provide assistance as needed to other UWYC programs and personnel.

Community Impact (40%):

Montana 211: 

  1. Support the 211 Coordinator with implementation of the Montana 211 system.
  2. Help plan and implement marketing strategies to increase visibility and usage.
  3. Participate in community events representing Montana 211, to enhance the knowledge, understanding, and use of 211.
  4. Assist with pursuing funding opportunities. 

Literacy Coordination: 

  1. Support the Community Impact Coordinator with book distribution and literacy projects.
  2. Conduct book distribution duties, including ordering, receiving, labeling, and delivering books.
  3. Maintain tracking, measuring and reporting for all book distribution.
  4. Support special book collection and distribution events that occur on an annual basis.
  5. Assist with pursuing funding opportunities.    

Bright By Text:

  1. Support the Community Impact Coordinator with operation of the Bright By Text project.
  2. Update calendar of events.
  3. Help plan and implement promotional events.

GENERAL RESPONSIBILITIES

  • Support and abide by agency policies, procedures and philosophies.
  • Maintain standards of safe working conditions.
  • Serve as a United Way of Yellowstone County ambassador at all times by communicating the mission and vision of United Way.
  • Assist with UWYC Annual Campaign
  • Perform other duties assigned.

Qualifications:

  • Bachelor’s Degree or an equivalent combination of education and experience.
  • Ability to seek out, establish and sustain key relationships with community and non-profit leaders, funders and other key stakeholders.
  • Effective time management skills and ability to manage large volumes of work.
  • Exceptional attention to detail, communication, and managerial skills.
  • Charismatic, personable, and motivational.
  • Must be an effective communicator, both orally and in writing.

Skills:

  • Work effectively with people from different backgrounds
  • Customer relations/conflict management
  • Respect diversity
  • Participate effectively on teams
  • Work with modest supervision and possess a positive “can-do” attitude. 

Abilities:

  • Manage several projects simultaneously
  • Maximize use of volunteers
  • Strategic thinker
  • Team builder
  • Apply research findings to ongoing program development
  • Use Microsoft Office including Outlook, Word, Excel and Access, as well as the ability to learn task specific software
  • Build trust and lasting relationships

SKILLS & ABILITIES

  1. Language Skills:  Ability to read, analyze, and interpret professional documents. Ability to write and create documents in a manner that is understandable and organized. Ability to effectively present information and respond to questions. Ability to use effective interpersonal communication skills when interacting with staff, parents, school personnel, community partners, and others.
  2. Reasoning Ability:  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.
  3. Human Resource Skills:  Ability to assist with conflict management and uphold UWYC values and ethics.  Ability to engage in strategic thinking and planning.
  4. Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: 
  • Standing 50% or more
  • Ability to travel to Discover Zone school locations
  • Ability to handle light lifting, such as groceries for snacks, books, games and other materials
  • Walk up and down stairs to reach rooms/space assigned to CARE Academy
  • Ability to see, hear, and respond to staff and students in the program

UNITED WAY CORE COMPETENCIES FOR ALL STAFF

  • Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
  • Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
  • Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
  • Results-Driven: Dedicated to shared and measurable goals for the common good, creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
  • Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.

DIVERSITY, EQUITY & INCLUSION STATEMENT

Diversity is a core value at UWYC. We are passionate about building and sustaining an inclusive and equitable working environment. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.

Diversity, equity and inclusion are vital to achieving our mission, living our values, and advancing the common good. UWYC is committed to diversity, equity and inclusion within its own organization and the community. The officers, directors, committee members, employees and persons served by UWYC shall be selected in a manner to promote diversity, equity and inclusion and entirely on a non-discriminatory basis with respect to race, religion, national origin, ethnicity, age, gender, gender identity and expression, disability, sexual orientation, veteran-status, familial status, or socio-economic status.

The United Way of Yellowstone County is an equal opportunity employer and adheres to a policy that no qualified person shall be discriminated against because of race, color, national origin or ancestry, age, sex, marital status, or disability in any program or activity for which it is responsible

Compensation

Hiring Salary Range: $15.00-$17.00 per hour, DOE.

United Way offers flexible schedules and a comprehensive benefits package:

  • 100% employer paid health/dental/vision premiums
  • A minimum of 10 vacation days, 12 sick days, 11 holidays, and 2 personal days
  • 403(b) with 5% employer contribution and 5% employer match after the first year
  • Flexible spending and dependent care accounts
  • Free Childcare

UNITED WAY CORE COMPETENCIES FOR ALL STAFF
●    Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities.  This drives their performance and professional motivations.
●    Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
●    Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
●    Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
●    Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.