Alzheimer's Association

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Program Assistant

at Alzheimer's Association

Posted: 11/8/2018
Job Reference #: 2905
Keywords:

Job Description

POSITION SUMMARY
Under the direction of the Site Director, the Program Assistant provides administrative support for programs, outreach and education, constituent events, public policy, scheduling and logistics, and program data and documentation. The Program Assistant works closely with East Bay staff and San Jose Chapter leadership to assure seamless communication and office operations.  The Program Assistant manages the front office to assure smooth and efficient office operations. 

This is a full-time position located in the Lafayette, California office of the Northern California and Northern Nevada Chapter, and reports to the Site Director. 

ESSENTIAL JOB FUNCTIONS 
Office Administration (30%)
* 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. Responsible for opening office and finding coverage when needed
* Field wide range of incoming calls and emails; provide accurate and timely information or direct inquiry to the appropriate person
* Manage conference room calendars and reservations
* Help recruit volunteers through VolunteerMatch and other volunteer outlets; forward applications to appropriate staff
* Train and support volunteers and oversee office volunteer tasks; ensure tracking of volunteer hours 
* 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 Lafayette office; order new supplies as needed 
* Suggest improvements to processes and systems
* Provide clerical support and general office administration to all Lafayette office staff
* Other duties as assigned to meet chapter and/or grant needs

Education Programs (20%)
* Responsible for ensuring educational programs are processed following the Chapter protocols to ensure that registrations are processed, the event is created in Personify CRM and marketing materials are developed.  Also responsible for all education data entry.
* Process registrations for family education classes and education conferences in the East Bay area; serve as primary point of contact for interested constituents
* Assist Site Director with logistical arrangements for educational programs and annual education conferences
* Create education listings in Personify CRM database and manage workshop and conference registrations
* 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
* Responsible for ensuring 100% compliance of adherence of the Alzheimer's Association's Helpline Standards
* Update support group and education program listings in Personify and Google Calendar
* Complete and submit collateral requests to Communications department for upcoming education classes

Family Services (20%)
* Manage Personify program data and all records of required documentation as requested 
* Enter constituent data and demographics in the Personify database
* Responsible for ensuring 100% compliance of adherence of the Alzheimer's Association's Helpline Standards
* Assist Site Director in the administration of Area Agency on Aging(AAA) grants, which includes preparing monthly service contact reports for the Site Director for reporting to Area Agencies  on Aging
* Enter each new Bay Area early stage support group series into Personify database; provide administrative support to the Director of Early Stage Services as needed
* Maintain resource library for families
* Promote 800#, enews, TrialMatch and advocacy activities
* Prepare a bi-monthly e-newsletter to be distributed to constituents

Constituent Events Support (20%)
* Track registration numbers for The Longest Day using Convio Luminate CRM
* Field general questions about The Longest Day and Walk to End Alzheimer’s, and assist participants with registration and logistics around these events
* Assist with solicitation of in-kind donations from local businesses as needed for The Longest Day and Walk to End Alzheimer’s
* Process team and participant funds that are turned into the office
* Screen and route calls from The Longest Day and Walk to End Alzheimer’s participants with detailed questions to appropriate staff
* Provide administrative support to the Special Events Managers for the East Bay and assist with special projects

Public Policy and Advocacy (10%)
* Assist Chapter public policy staff with event details and logistics
* Provide administrative support to the Public Policy and Advocacy team

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
* 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 4 years office administration and office management experience required
* Excel and database experience required
* Experience with CRM systems highly desired
* 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 Apps including Gmail, Calendar & Drive 
* 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
* Ability to travel by car throughout the chapter territory on occasion

PERSONAL CHARACTERISTICS 
* Strong customer service skills, both internal and external
* Excellent computer, technical, and technical troubleshooting skills
* 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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