Program Support Specialist

VOICES FOR CHILDREN INC • Bryan, TX • 1d ago

Qualifications: A high school diploma or GED is required, along with at least two years of experience as a secretary or administrative assistant in a service-oriented agency. Coursework in nonprofit management, social work, or office administration is preferred. Candidates must demonstrate strong attention to detail, reliability, punctuality, and adaptability, along with excellent organizational and time management skills. The Program Support Specialist should be self-motivated, able to take initiative, work independently, multitask, set priorities, and meet deadlines. Strong interpersonal, written, and verbal communication skills are essential. The role requires creative and effective problem-solving abilities, always prioritizing the needs of the child, volunteer, and organization. Maintaining productive and collaborative relationships with staff, volunteers, and community supporters is also expected.

Summary of Job Responsibilities: The Program Support Specialist is primarily responsible for assisting Voices for Children staff by performing various administrative and direct service tasks. Duties include, but are not limited to, answering phones promptly and courteously, managing volunteer files, sending out correspondence, performing data entry, maintaining Optima information, and overseeing special projects and initiatives that benefit the children and support the mission and vision of Voices for Children.

Essential Responsibilities and Duties:

Administrative/Development Support

Serve as the central point for administrative and direct service support for VFC staff by handling various administrative and clerical tasks to ensure office efficiency, including answering phones, relaying messages via email within the same day, greeting guests, managing incoming and outgoing mail and shipments, and maintaining an organized, clean office environment.

Responsible for setting up staff and board meetings, assisting other staff with setup and cleanup as needed.

Assist with mailings as necessary (event invitations, letters, volunteer birthday cards, etc.).

Respond to and resolve administrative inquiries and questions regarding office equipment and supplies.

Ensure front doors are unlocked by 8:30 AM and locked at 4:30 PM unless there is a special event/training after hours.

Assist the training manager with advocate pre-service training tasks, including sending references for pending volunteers, creating email signature blocks, business cards, certificates, court badges, and other items as needed by the Recruitment and Training Manager.

Create and maintain volunteer files, including creating initial folders, uploading background check forms, driver's licenses, organizing files based on volunteer status, and ensuring file accuracy for quality assurance audits.

Run CPS checks for volunteers, accurately enter dates into Optima, and upload results into the volunteer file.

Set up new CASA volunteer Optima accounts.

Advocacy Program

Monitor the Program email inbox throughout the day, forward emails accordingly, and ensure appropriate coverage for monitoring the program email inbox during absences to maintain timely communication and response.

Notify the program team of urgent emails in person or via telephone.

Prioritize entering new case information into Optima immediately upon receipt and ensure all cases are input correctly to ensure the database accurately captures case-related information.

Run Health Passport upon receipt of a new case and quarterly for every case.

Assist Advocate Supervisors with closed case letters as needed.

Run exception reports weekly and follow up on any missing information.

Create a one-page GAL order for each new case.

Coordinate the details of Shop for CASA and the Holiday Toy Drive.

Other Job Functions

Attend general staff meetings, events, and training sessions as directed by the Executive Director and/or Director of Operations.

Must satisfactorily pass all applicable background checks.

Perform other duties as assigned.

Physical Requirements and Work Environment The Program Support Specialist must have reliable, daily transportation. The role requires the ability to lift and carry items/materials up to 50 pounds. Frequent bending, lifting, reaching, and crouching may be necessary during meeting setup or breakdown. Additionally, the position may involve spending several hours each day seated at a PC in the office. Reasonable accommodations may be made for individuals with physical disabilities to perform the job. As a dynamic and evolving organization, responsibilities and duties in this job description are subject to modification as the organization's needs change. This position is not eligible for remote work.

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