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Program Assistant

Req ID: 6948
Location: Chicago - Loop
# of Openings: 1
Shift:
FT/PT: Full time
Employment Type: Regular
Salary Schedule:
Job Notes: This position provides a broad range of specialized program support services, including but not limited to specialized administrative tasks, data processing and records management. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Description

Summary:

This position provides a broad range of specialized program support services, including but not limited to specialized administrative tasks, data processing and records management.  Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

 

Essential Duties and Responsibilities:

  • Coordinates and performs specialized data processing tasks for the program/department, as defined by program needs and contractual requirements.  Performs non-specialized tasks, as needed, including but not limited to filing, photocopying, scanning, and processing mail correspondence in accordance with organizational standards and program guidelines.
  • Tracks referrals from community partners.  Conducts prescreen and schedules individuals referred for consultation appointments. Confirms scheduled appointments.
  • Supports off-site intake by greeting and checking in clients and scheduling follow up appointments.  Travel to different locations is required.
  • Communicates with external partners regarding outreach and NIJC services. 
  • Updates materials for community outreach and know your rights presentations. Prepares necessary materials for all presentations.  May attend and provides support to presenters during community presentations.
  • Maintains copies and up to date versions of all documents necessary for intake.
  • Assists in preparing documents for regular case and program audit. 
  • Manages internal referrals between NIJC programs.  Maintains a baseline knowledge of relevant program and service-related terminology.
  • Develops and maintains filing systems and ensures accuracy, confidentiality and consistency of filing systems, database entry, and records. Contributes to organizational efficiencies, including using technology to improve delivery of legal services and data management.
  • Maintains an appropriate professional demeanor towards co-workers, visitors, clients, supervisors and other non-personnel.
  • Develops and maintains schedules (conference room, staff, off-site intake, etc.).
  • Adheres to professional standards as outlined by governmental bodies, private funding sources, organizational plans/policies and program guidelines.  Participates in periodic evaluative reviews and/or in-house and external staff training to ensure that he/she understands and continues to adhere to such standards.  Initiates requests for assistance or guidance from Supervisor to address new issues or complex concepts affecting adherence to professional standards.
  • Other duties may be assigned.

 

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: Associates or bachelor’s degree required. 
  • Language Skills:  Fluency in Spanish is required.  Ability to write reports, correspondence, and instructions.  Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
  • Other Qualifications:  Demonstrated computer proficiency, including knowledge of word processing, spreadsheet and database software.  A familiarity with or understanding of program-specific terminology (i.e., immigration law) may be required.
  • Reasoning Ability:  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

 

Competencies: 

To perform the job successfully, an individual should demonstrate the following competencies.

  • Analytical  - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
  • Design  - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.0
  • Problem Solving  - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
  • Project Management  - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
  • Technical Skills  - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
  • Customer Service  - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
  • Interpersonal Skills  - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
  • Oral Communication  - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
  • Written Communication  - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  • Teamwork  - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
  • Visionary Leadership  - Displays passion and optimism; Inspires respect and trust; Mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates
  • Change Management  - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
  • Delegation  - Delegates work assignments; Matches the responsibility to the person; Sets expectations and monitors delegated activities; Provides recognition for results.
  • Leadership  - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
  • Quality Management  - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
  • Business Acumen  - Understands business implications of decisions; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
  • Cost Consciousness  - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
  • Diversity  - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
  • Ethics  - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
  • Organizational Support  - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity.
  • Strategic Thinking  - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
  • Judgment  - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
  • Motivation  - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
  • Planning/Organizing  - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
  • Professionalism  - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Quality -  Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
  • Quantity  - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
  • Safety and Security  - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
  • Adaptability  - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
  • Attendance/Punctuality  - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
  • Dependability  - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
  • Initiative  - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
  • Innovation  - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

 

 

 

Physical Demands:  

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this Job, the employee is regularly required to talk or hear.
  • The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and reach with hands and arms.
  • The employee must occasionally lift and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

 

Work Environment:  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is usually moderate.
  • The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives.
  • This position will require the ability to travel throughout the country, and may include weekend and overnight travel.

 

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987



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