POSITION: Program Assistant
LOCATION: Ukiah Office
ORGANIZATION: Project Sanctuary, Inc. is a private non-profit organization that has served individuals experiencing domestic violence and sexual assault since the late 1970s. Over 2,000 individuals are served each year by Project Sanctuary throughout Mendocino County, CA. Mendocino County is located on the North Coast of California, approximately 150 miles north of San Francisco. The county is noted for its distinctive Pacific Ocean coastline, redwood forests, wine production and is a world-class tourist destination.
Project Sanctuary adopts a trauma-informed care approach, recognizing the impact of trauma on individuals and ensuring services are delivered with empathy and understanding. They emphasize voluntary services, empowering clients to make their own choices and engage at their own pace, fostering a sense of safety, trust, and autonomy in the healing process.
EQUAL OPPORUNITY EMPLOYER: Project Sanctuary is an equal opportunity employer dedicated to fostering an inclusive and diverse workplace. We welcome and encourage applications from individuals of all backgrounds, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status.
COMPENSATION:
Hours: 40 hours per week
Starting Salary: Grade A, Step 1, $22.81 per hour (Non-exempt) or DOE
Differential: Bilingual incentive, $1.00 per hour
RESPONSIBLE TO:
Site Director
: This position does not have direct supervisory responsibilities.
: This position does not have indirect supervisory responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The following is generally representative of the duties and responsibilities of this job classification. It is not a complete description of all possible job assignments, nor is it restrictive as to job assignments and responsibilities which may be required of an incumbent.
MINIMUM QUALIFICATIONS:
· Ability to:
o Excellent communication skills both written and verbal.
o Ability to work as a teammate and effectively contribute to shared organizational and program goals through a cooperative work style and a capacity to appreciate coworkers and build strong working relationships.
o Demonstrate a commitment to equity and inclusion.
o Outstanding interpersonal skills.
· Computer Skills: Knowledge of basic email, copy and fax machines, telephone and smartphone apps. Internet software (Chrome, Firefox, Explorer), Microsoft Office Suite (Excel, Outlook, PowerPoint, etc.), Google Suite, (Gmail, Google Calendar, Docs, Sheets, Drive, etc.), Canva, Adobe Acrobat, Ring Central.
· Reasoning Ability: Ability to think logically, analyze situations, and solve problems effectively.
· Mathematical Skills: Ability to calculate figures and amounts such as percentages, proportions, basic algebra, etc.
SPECIAL REQUIREMENTS:
1) A valid California’s driver’s license, proof of automobile insurance, and safe driving record; and
2) Livescan (fingerprint) criminal records screening; review of public sex offender and child abuse registries.
3) California Domestic Violence and Rape Crisis Counselor Training and Certification (Training requirements may be completed post-hire through Project Sanctuary’s training program).
DESIRABLE QUAILIFICATIONS:
· Knowledge of:
o Service needs of persons experiencing sexual abuse and domestic violence.
o Establishment and maintenance of files and information retrieval systems.
o Modern office methods, principles, and procedures.
o Personnel computers and software applications related to administrative support work.
· Abilities:
o Bilingual (English/Spanish) highly preferred, but not required.
o Plan, organize, and coordinate the office support functions of Project Sanctuary to support Agency service goals and efficient operations.
o Perform a wide variety of specialized office and administrative support work.
o Gather, organize, analyze, and present a variety of data and information.
o Prepare and maintain clear, accurate, and concise records and reports.
· Training and/or Experience:
o Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying.
DUTIES AND RESPONSIBILITIES:
Client Reception and Front Desk Management:
· Greeting clients, visitors, and vendors in a welcoming manner.
· Direct clients to appropriate personnel.
· Ensure smooth traffic flow in the waiting/reception area.
· Maintain confidentiality and privacy of client information.
· Answering and routing incoming calls, including crisis lines.
· Manage phone messages and forwarding calls as necessary.
· Provide basic information about services and programs.
Administrative Support:
· Scheduling appointments and managing schedules (if necessary).
· Maintain inventory of office materials and equipment.
· Ensure the office is well-stocked and organized.
· Report maintenance or technical issues to the appropriate personnel.
Record Keeping and Compliance:
· Assisting with document organizing and record keeping.
· Maintain accurate records of client information.
· Ensure compliance with legal and ethical standards in documentation.
· Accurately enter and maintain client and program-related data in the organization’s database systems, ensuring all information is up-to-date and complies with agency standards and confidentiality requirements.
· Assist in generating reports from the database for program evaluation, grant compliance, and other reporting needs.
· Collaborate with the program team to support the tracking and documentation of program outcomes, services provided, and participant engagement.
Collaboration and Teamwork:
· Assist with the development of community referral sources for Project Sanctuary clients.
· Act as a liaison between clients and external service providers.
· Advocate for clients’ rights and needs within various systems.
· Connect clients with appropriate resources and services, such as shelters, food banks, mental health professionals, and emergency services.
· Participate in team meetings to review cases and client needs.
· Work collaboratively with other advocates, social workers, and mental health professionals.
Crisis Intervention and Response:
· Conduct thorough initial assessments to understand the immediate needs and severity of client situations.
· Provide immediate support and intervention to de-escalate crisis situations for walk-in clients and during crisis calls.
· Provide initial information on available resources, programs, and services
· Offer follow-up support to ensure clients continue to receive the assistance they need after the initial crisis intervention.
· Respond to requests from law enforcement and/or medical facilities as needed.
PHYSICAL REQUIREMENTS AND WORK CONDITIONS:
(These are typical requirements, but Project Sanctuary will discuss and make reasonable accommodations for job candidates if needed.)
· This position engages in work that requires time spent sitting, standing, walking up and down stairs with most work hours spent sitting, looking at a screen, using a computer and keyboard, phone and/or video conferencing, lift and move objects weighing up to 25lbs; corrected hearing and vision to normal range.
· Work is normally performed in a variety of environments in the community and Project Sanctuary facilities. Frequent contact and communications with other staff, the public, and representatives of other agencies.
· Work hours may be variable and outside of the normal (8:00AM-5:00PM).
BENEFITS:
Public Service Loan Forgiveness Program (PSLF):
· Project Sanctuary full-time employees are eligible for the PSLF Program, a federal initiative designed to alleviate student loan debt for individuals working in public service positions. As a 501(c)(3) nonprofit organization, Project Sanctuary qualified as an eligible employer under PSLF.
Medical/Dental/Vision Plan:
· Project Sanctuary offers a competitive package of benefits to all eligible full-time and part-time employees. Part-time employees who are regularly scheduled to work 20 hours or more per week shall receive a pro-rata share of their premium based on their FTE. Employee paid dependent/family coverage available.
Holidays (pro-rated for part-time employees):
· 14 Paid holidays
Vacation/Sick Leave:
· Vacation and sick leave accrued based on length of service.
Pay: From $22.81 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
