Program Assistant: Foster Grandparents Program

The Foster Grandparent Program (FGP) is a grant-funded program managed under the auspices of Pepperdine’s Graduate School of Education and Psychology.

The Program Assistant provides case management and volunteer support. Together with the Program Manager, the Program Assistant provides oversight of approximately 150+ volunteers placed at up to 22 stations located across the largest areas of Los Angeles County (i.

e. Service Planning Areas (SPA) 4, 6, 7, and 8). The Program Assistant performs administrative duties, such as : answering phones and emails, filing, and managing schedules, while also assisting with volunteer and program support.

Assist with the management of the software to facilitate program success (e,g. GoCo, Venngage, AlertMedia, ADP, Live25, PeopleSoft, and FGP webpage).

The Program Assistant is to help ensure that all of the files are compliant and audit-ready per federal, state, and local requirements.

Duties

Case Management : Support holistic and comprehensive records management to include intake, eligibility assessments, goal setting, program monitoring, and evaluation.

Collect various forms including health screenings, volunteer applications, financial records, etc. on an annual basis and whenever necessary to ensure program compliance.

Communicate effectively with stations and volunteers to facilitate file compliance. Input accurate and complete data for all volunteers.

Collect monthly timesheets and quarterly contribution records to ensure all reimbursements are issued in a timely manner.

Ensure that all of the files are compliant and audit-ready per federal, state, and local requirements. In coordination with the Program Manager, facilitate monthly payments to volunteers based on timesheets and timekeeping systems at an hourly rate that is stipulated by the FGP grant.

Volunteer Development and Support : Assist with the planning and coordination of monthly in-service training sessions and other volunteer support activities to ensure that volunteers are continually prepared and motivated for their service.

Secure partnerships and resources that will supplement volunteer training and development needs. Plan and implement activities that build morale and increase volunteer commitment.

IT Support : Manage all of the technology systems for program implementation, communication and volunteer application processing;

research, develop and suggest technology strategies that will help increase overall program productivity. Regularly update the FGP webpage.

In collaboration with the FGP team, create and publish the monthly, digital volunteer newsletter. Create marketing, outreach and presentation material using various software available to the program.

Volunteer Station Support : Regularly communicate with site / station partners to ensure that the volunteer stations meet specified requirements, in accordance with the FGP handbook and MOU Agreement, to support the volunteers placed at their station.

Maintain a positive, working relationship with all station and community partners to ensure continued alliance for volunteer placements and program sustainability.

Outreach : In coordination with the FGP team, create, implement, and execute an outreach plan. Attend relevant community meetings and participate in relevant councils, roundtables, and committees that support the effectiveness of the outreach plan.

Network to increase the visibility of the FGP program. Plan and implement community events, meetings, and activities to engage current partners and to develop new partnerships.

• Other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification.

It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required :

• Experience working with vulnerable populations, particularly at-risk seniors and youth. Knowledge of community resources and counseling / social work practices with high-risk populations.
• Communication and Administration : Work effectively with coworkers, volunteers, and community members by communicating the vision of the Foster Grandparent Program, GSEP, and Pepperdine;
• excellent record-keeping and data entry skills; professionalism (e.g. addressing others by name, title, or other respectful identifiers);

respect the diversity of our workforce in actions, words, and deeds.

Physical Requirements : Valid driver’s license; willingness to use your own automobile for travel within Southern California;

ability to perform site visits to approved or prospective training agencies; ability to stand and sit for extended periods of time.

Excellent interpersonal and public relations skills; strong oral and written communication skills; organized and detail-oriented.

Equipment / Machinery Used : Scanner, copier, fax machines, Microsoft Office, Google Suite, and other software and university-wide applications.

Preferred : Associate's Degree or equivalent experience.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

This is a Restricted, Nonexempt, 40 hour per week position.

Expected Pay Rate : $22.00 per hour