Programs Assistant
About Creating Opportunities
Creating Opportunities is a community-based nonprofit organization dedicated to empowering individuals and families impacted by developmental disabilities. Our mission is to remove barriers, foster inclusion, and create meaningful pathways for success through education, advocacy, outreach, and collaboration with diverse community partners. We are committed to building a more inclusive society where every person, regardless of ability, has access to the resources, support, and opportunities needed to thrive.
Our Focus Areas
- Strengthening families through resources, education, support, and advocacy.
- Partnering with community organizations to serve underrepresented and underserved populations.
- Promoting awareness, inclusion, and community engagement through outreach and events.
Position Summary
Please note: This is an in-person position. Successful candidates will be expected to work from the Creating Opportunities office and participate in onsite meetings, events, and program activities. This is not a position for candidates seeking remote employment.
Creating Opportunities is seeking a compassionate, organized, and proactive Program Assistant to support our Employer Resource Connection (ERC) and Health Related Social Needs (HRSN) Programs to help ensure the smooth day-to-day operation of these programs.
This position provides administrative and program support to the Programs Director, program staff, program participants, family members, and community partners. The Program Assistant serves as the initial point of contact for individuals receiving services through these programs.
The ideal candidate can manage multiple priorities, remain calm under pressure, anticipate needs, and respond effectively to changing situations. This role requires professionalism, strong communication skills, attention to detail, and a commitment to support individuals with developmental disabilities and mental health conditions.
The Program Assistant serves as an important point of contact for program participants and their families. Responsibilities include processing of incoming referrals,making outreach to individuals, families, and community contacts to introduce services, explain program benefits, provide follow-up support, schedule appointments, and maintain accurate documentation of participant interactions. Successful candidates must be comfortable initiating conversations with individuals who may be unfamiliar with our organization and services.
The Program Assistant represents the organization's values by maintaining a welcoming, responsive, and supportive environment for participants, families, staff, volunteers, and community partners.
Key Responsibilities
Administrative Support
- Provide direct administrative support to the Programs Director and Coordinators.
- Answer incoming telephone calls, respond to inquiries, take messages, and provide program information.
- Respond to, process, and schedule incoming referrals according to the contractual required timelines.
- Manage scheduling appointments on multiple calendars.
- Assist with program reporting and recurring administrative tasks.
- Maintain accurate participant records and documentation.
- Complete spreadsheets and maintain databases related to participants, community partners, and organizational contacts.
- Maintain organized digital systems.
- Perform general clerical duties including copying, mailing, scanning, filing, and document preparation.
- Maintain office organization, supplies, and equipment.
- Participate in team meetings and organizational initiatives.
Other duties
- Promote events, trainings, and activities through email, print materials to families and community partners.
- Coordinate logistics for presenters, volunteers, interpreters, and participants.
- Confirm attendance and conduct follow-up communications after events.
- Represent Creating Opportunities at community events and outreach activities.
- Support special projects and other duties as assigned.
Qualifications
Required
- Experience working with individuals with developmental disabilities and/or mental health conditions, either professionally or personally.
- Confident in initiating conversations with individuals who may be unfamiliar with our organization and services.
- Proficiency with Adobe and Microsoft 365 applications, including Word, Outlook, Excel, OneDrive, SharePoint, Teams, and PowerPoint.
- Strong written, verbal, telephone, and interpersonal communication skills.
- Excellent organizational, time-management, and multitasking abilities.
- High level of attention to detail and accuracy in documentation and reporting.
- Ability to work independently while contributing positively to a team environment.
- Commitment to maintaining confidentiality and professional boundaries.
- Familiarity with office equipment, including printers, scanners, and copiers.
- Ability to lift up to 50 pounds.
- Valid Oregon driver's license, reliable transportation, and current automobile insurance.
- Successful completion of a criminal background check.
- Oregon residency.
Preferred
- Bilingual English/Spanish (+$1 bilingual pay differential).
- Experience in nonprofit, community-based, social service, healthcare, disability, or behavioral health settings.
Ideal Candidate
We are looking for someone who is:
- Friendly, patient, and compassionate
- Professional and dependable
- Flexible and adaptable
- Organized and detail-oriented
- Trustworthy and accountable
- Collaborative and team-oriented
- Comfortable working independently
- Passionate about supporting individuals with disabilities and their families
Work Schedule & Location
- In-person work at the Creating Opportunities office is required
- This position will have a regular schedule of 32+ hours per week.
- Primarily weekday schedule with occasional evening and weekends for meetings, events, and outreach activities.
- Occasional travel within the regional service area may be required.
Join us in creating opportunities, strengthening communities, and helping individuals live with greater independence, choice, and inclusion.
How to Apply
Please submit:
- A current resume
- Professional references
- A brief personal statement describing: Why you are interested in this position, and any personal or professional experience working with individuals with developmental disabilities and/or mental health conditions.
Pay: $21.00 per hour
Benefits:
- 401(k) matching
- Flexible schedule
Application Question(s):
- Provide 3 Professional References
- Provide a personal Statement: 1. Share why you are interested in the position and 2. Describe your experience working with people who have a developmental disability or mental health diagnosis.
- Are you bilingual English/Spanish? (not required)
Work Location: In person
