Program Assistant

Athens-Oconee CASA Program Assistant Part-Time (20 hrs a week)   

Athens Oconee CASA 
Program Assistant Part-time 20 hrs a week  
$18 an hour 
Flexible hours (M-F 8-6pm, with an exception for training)  
Currently in-person and virtual work 
Last day for Applications Oct 3, 2022 
 
Organization Overview  
Through advocacy and mentorship, the Athens Oconee Court Appointed Special Advocates (CASA) organization empowers community members to stand up for a foster child and champion their rights in court. CASA recruits, trains, and provides ongoing support to community volunteers serving as officers of the court to advocate for the best interests of abused and neglected children in the foster care system. Through sustained, personal attention, CASA volunteers create positive change in children's lives, providing children with hope, stability and opportunities to thrive in preparation for healthy, productive adult lives. More information can be found at www.athensoconeecasa.org.    
Position Overview  
A CASA Program Assistant provides operational and administrative support for the Athens Oconee CASA program and its staff. This individual prepares a program event calendar, schedules, meetings, and helps coordinate CASA training sessions. Additionally, Program Assistant will process and maintain a database related to recruitment, volunteers, interns, and partners. Duties might also include assisting with creation of promotional materials, mailings, and social media or website content. The Program Assistant position requires a flexible and professional individual who is capable of taking initiative, multi-tasking and can work independently to complete assigned tasks and projects. This role within the organization keeps the CASA program moving and functioning well, by connecting the dots to help others performance. Please submit your application, resume and cover letter on our website.    
The Program Assistant reports to the CASA Program Director and Executive Director.  
Job Responsibilities 

• Provide administrative support to the CASA Program Director. Manage schedules, emails, calendars, events, contacts, expense reports, analytical support, and travel arrangements.   
• Gather information and set agendas for meetings.  

• Attend and take notes at Clarke and Oconee Juvenile Court hearings and Bench Conferences.  
• Attend and takes notes in CASA meetings, Children First Inc. meetings, and community meetings. 
• Assist with organizational details, set up, and preparation for CASA In service and preservice trainings.  
• Coordinate and facilitate assistance in the volunteer and intern screening process 
• Coordinate and facilitate assistance with volunteer retention efforts and tasks 

• Coordinate and facilitate assistance in overseeing Interns on their daily tasks by facilitating daily communication and setting meetings.  
• Coordinate and facilitate assistance in receiving, organizing, and responding to internship interest 
• Manage the data input and content on a variety of physical and electronic systems including but not limited to: CASA Manager, Eleo, Weebly, Google, Moodle, and Microsoft programs 
• Audits and maintains organized, accurate and up-to-date physical and electronic case records in compliance with Agency protocols, HIPAA laws, and ensure data integrity for reporting needs.  
• Create website updates and content and contribute ideas for continual development. 

• Coordinate, receive, organize, and distribute in kind donations  
• Consistently distribute and assist in the development of program evaluation tools, techniques, and methods 
• Lead, plan and oversee staff and program events 
• Make reservations for in-office meetings, pre-service CASA and in-service, staff community and state trainings  
• Create, proofread, and edit program documents and manual  

• Making purchases, designing swag items, and processing payments for program items and supplies. 
• Coordinate and facilitate the process and assist in the development and implementation of quality assurance/quality improvement measures for the program. 
• Attend and participate in weekly and monthly meetings with the CASA and Children First staff. 
• Additional tasks as assigned 

Qualifications for Program Assistant 

• 3-5 years' experience as a program assistant, administrative assistant, management, preferred a minimum of Associate degree 
• Flexibility in different working styles. Also with hours, including some evenings and weekends, with an ability to independently manage one's workload and schedule.  
• Significant experience with independent production of work tasks 
• Have reliable transportation to the office and local businesses in Clarke and Oconee with active Driver’s License and Car insurance  
• Pass all Background checks required for employment  

• Demonstrated respect for all people regardless of socioeconomic background, culture, religion, sexual orientation, disability or gender and experience working with culturally diverse populations.  
• Spanish-English bilingual candidates encouraged to apply.  
• Comfortable with learning and using new software programs including database management systems.  
• Ability to maintain confidentiality and exercise diplomacy and discretion in communication with others.  
• Commitment and passion for the mission of Children First, Inc.   

Qualities of Program Assistant 

• Professionalism: Follows through on commitments. 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.  
• Teamwork: Creates and maintains a team environment. Gives and welcomes feedback. Contributes to building a positive team spirit. Puts the success of the team above own individual interests. Able to build morale and group commitments to goals and objectives. Supports everyone's effort to succeed. Assumes the best of other people's actions.  Actively participate in virtual office environment.  Establish and maintain effective, collegial working relationships with CASA and Children First staff, board and volunteers, as well as with representatives of the respective courts, attorney panel, education service providers and other community service providers and entities.  
• Delegation: Delegates and monitors work assignments of others. Matches the responsibility to the person. Gives authority to work independently. Can sets expectations and provides recognition for results. 
• Problem Solving: Identifies and resolves problems in a timely manner. Gathers and analyzes information skillfully. Develops alternative solutions. Is able to exercise discretion and independent judgment to assist in creative problem solving, utilizing Agency and community resources and ensuring objectivity, accuracy, and consistency in dependency permanency planning while maintaining focus on best interest principles. 

• Planning/Organizing: Strong organizational and time management skills. Ability to multi-task, set priorities, and meet deadlines. Uses time effectively. Significant experience with independent prioritizing, production, and planning of work tasks and possess the ability to   prioritize work according to departmental needs; determines workflow problems and develops solutions.   Can set goals and objectives. Assists others with organizing their tasks. Demonstrates independent timekeeping skills in an in person and virtual way. Detail oriented. Ability to provide order to situations or tasks that lack clarity and need organization.  
• Interpersonal Skills: Self-motivated with ability to take initiative. Has desire to surpass expectations. Focuses on solving conflict, not blaming. Listens to others without interrupting. Keeps emotions under control. Remains open to constructive feedback and other's ideas. One would need to possess solid, persuasive skills with the ability to maintain positive interpersonal relationships with diverse community members and professionals in a collaborative manner. 
• Customer Service: Manages difficult or emotional situations. Responds promptly to clients, and volunteers needs. Solicits feedback to improve service. Facilitates communication.  
• Initiative: Volunteers readily. Undertakes self-development activities. Looks for and takes advantage of opportunities. Able to see the gaps in the program and volunteers solutions and ownership of task. Asks for and offers help when needed. Be willing to take on new tasks even if no prior experience in the task area. Participate in continuing education opportunities as appropriate.  
• Team Morale: having a positive attitude about your employment with the organization, attitude, satisfaction and overall outlook of employment within the organization.  This contributes to building a positive team spirit, help programs meet goals, supports other efforts to succeed, excitement and enthusiasm generated, motivation and builds morale).   

• Cooperation with Supervisor: working together for the same goal, assistance with their requests. Be able to receive and give feedback. 
• Leadership: providing guidance, coaching, facilitation, direction to volunteers, clients, interns and other staff members when it is an area of expertise and/or you are their direct supervisor. 
• Client and Stakeholder Engagement: Builds and maintains relationships with your direct client (families, children, volunteers, staff, board members, interns, program, organization as a whole) and community stakeholders for your program and clients to foster a helpful and productive outcome.   
• Computer skills: The ability to perform the basic tasks on a computer and learn and incorporate new technology and software. Navigate computer programs/tasks such as Microsoft 365, Google Suite, Teams, Eleo, Canva, host virtual meetings, sending and receiving emails, uploading data into our management systems, social media platforms. 
• Writing Skills: Strong written communication skills, including editing skills; candidates should be prepared to provide a writing sample upon request.  Will need to write clearly and informatively. Can edit work for spelling and grammar. Can vary writing style to meet the need. Must be able to read and interpret written information. Must be able to provide constructive objective feedback.   

• Oral Communication: Excellent oral communication skills, including the ability to welcome feedback, calmly evaluate and make mindful, strategic decisions in emotionally charged situations and in the absence of complete clarity. Speaks clearly and persuasively in positive or negative situations. Listens and gets clarification. Responds well to questions. Coaches' others through situations.  
• General office Knowledge: Thorough knowledge of general office practices and procedures; considerable knowledge of office record keeping and reporting practices and procedures; considerable knowledge of efficient utilization of office equipment including personal computer systems and printers/scanners/fax. 
• Physical Requirements and Work Environment: Ability to sit and type at a computer for at least 5 hours per workday.  Ability to lift 5-10 pounds of office supplies or AV equipment Occasionally carry out or assist with other duties not listed on this job description. This position requires a manual dexterity sufficient to operate phones, computers, and other office equipment. The position requires the physical ability to kneel, bend, and perform light lifting. Individuals are typically exposed to office noises and interruptions such as printers, telephones, clients, and staff. This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. The working conditions are good with little or no exposure to extremes in health, safety hazards, and/or hazardous materials. Work is performed in an office setting, in homes and in the community. Ability to work some nights and weekends throughout each month.