Program Assistant

The Program Assistant provides administrative support for outreach, education, scheduling and logistics, program monitoring, and program data and documentation. This role also has the primary responsibility for staffing the front desk, welcoming and screening all visitors/callers, and providing excellent customer service to our constituents and donors. This position forwards all Helpline requests to the Contact Center; directs calls to appropriate staff; assures excellent organization of materials, up-to-date data entry; helps organize volunteer tasks for office volunteers; and provides administrative support to the Monterey and Santa Cruz Walk to End Alzheimer's Managers, The Longest Day Manager, and to designated Chapter staff as needed.

This position is partially Grant funded.

Job Title: Program Assistant

Location: Monterey, California

Status: Full-time based on 37.5 hours per week minimum

Grade: 203 Non-Exempt - $25.33 - $27.33 per hour

RESPONSIBILITIES

Essential functions and responsibilities include, but are not limited to:

Care and Support (60%):

• In accordance with our National Helpline Standards, forward any helpline I/R and Care Consultation call to our Contact Center and ensure 100% compliance of these standards
• Responsible for management of constituent data through our Constituent Relationship Management tool, Personify, managing data for grants, general data entry and documentation, following all Personify business rules
• Set up products and manage education registrations in Personify database
• Update support group and education program listings in databases, including Personify and Community Resource Finder
• Responsible for overseeing program data entry and reports Chapter-wide, working in conjunction with the Senior Manager of Family Programs
• Serve as a moderator for virtual education programs, as scheduled

Special Events (20%):

• Screen and route calls from The Longest Day and Walk to End Alzheimer's participants needing assistance to appropriate staff
• Use Luminate (CRM) to help participants register, fundraise and set up their own webpage
• Field general questions about The Longest Day and Walk to End Alzheimer's, and assist with registration and other event day questions from participants
• Process team and participant funds that submitted into the office, according to policy
• Provide administrative support to WTEA and TLD Special Events Manager(s)

Office Administration (15%):

• Maintain coverage of the front desk during business hours
• Greet and welcome visitors and ensure their needs are met by connecting them to appropriate staff
• Field wide range of incoming calls and emails; provide accurate and timely information or direct inquiry to the appropriate person
• Process incoming donations and invoices and make bank deposits when required
• Assist staff and volunteers with office procedures, equipment and supplies
• Maintain office organizational systems, office equipment and common areas
• Oversee facility operations, including maintenance, tenant compliance and safety practices
• Stay informed on building management updates and share with appropriate staff
• Maintain inventory of office supplies and order new supplies as needed

Volunteer Coordination (5%)

• Train and support office volunteers, oversee volunteer tasks and office administration
• Respond to requests and coordinate volunteers for health fairs
• Assist with annual volunteer appreciation event

CULTURE OF COLLABORATION

• Participate in our culture where team collaboration is highly valued not individual achievement
• Work as a team to accomplish or exceed Association goals in the National Strategic Plan
• Participate in Walk to End Alzheimer's staff team and personal fundraising goals
• Work at least two Walk to End Alzheimer's on a weekend
• Enhance our culture of diversity and inclusion in all aspects of the job

QUALIFICATIONS

• Bachelor's degree preferred or equivalent experience
• Minimum of 2 years database administration experience required
• Excel, google suite and database experience required

KNOWLEDGE, SKILLS AND ABILITIES

• 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 and Google Suite and office management experience required
• Excellent written and verbal communication skills
• Ability to multitask and prioritize work
• Ability to work with diverse communities and demonstrate inclusion
• Familiarity with related community services and agencies
• Strong customer service skills, both internal and external
• 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
• 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

Who We Are:

The Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

At the Alzheimer's Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer's and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer's, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer's and dementia.

The Alzheimer's Association is committed to diversity, equity and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.