3003 West Touhy Avenue
In accordance with established procedures, quality of service standards and the Agency mission, the Program Support Specialist provides administrative support to Director of Holocaust Community Services and the HCS Administrative Coordinator by assisting with all administrative tasks relevant to the department.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Plans, prioritizes and organizes for a diversified administrative and support services workload.
Administrative duties to support the HCS Administrative team and Director of Holocaust Community Services including, but not limited to, data entry, file maintenance, ordering and tracking supplies for department use, tracking data and statistics, creating forms and reports, assisting with large and complex mailings, maintaining program calendar, and other administrative duties as required.
Event Planning and Coordination for 12-15 socialization events per year for Holocaust survivors which may entail; arranging venues, food orders, transportation, budget, resource development for in-kind donations, managing invitations and responses, recruiting and coordinating a volunteer corps, managing “day-of” duties, and tracking and reporting on events.
Waitlist Management; Assists with updating and tracking HCS waitlist for services (excel and database); works with Intake and Care Management staff to triage, track, update and report on needs requested by clients waiting for services.
Works with HCS staff and other CJE departments, including IT, Central, and Entry to ensure smooth event planning, efficient data management, and client communications.
Assist with training and coordination of administrative volunteers and temps.
Learns and follows Agency and HCS policies and procedures for providing service to clients and to facilitate program development. Develops knowledge about funding and eligibility guidelines for Survivors, as well as about funding sources for program budgeting and resource allocations. Completes monthly reports on credit card expenditures for program.
Produces letters and email correspondence with a level of accuracy that does not require editing. Drafts and produces departmental forms, reports, templates and documents for department staff.
Assists with maintaining accurate and audit-ready program files and client records, both paper and electronic; may include timely filing, scanning, and data entry into databases and spreadsheets, to ensure reliable, organized and accessible client data.
Assists with special projects as needed.
Understands the confidential nature of client and CJE information and complies with all confidentiality requirements.
Complies with safety policies and procedures; Adheres to laws regarding the protection, use, disclosure, and release of client and CJE business information; Attends required in services; Reports violations of law, regulations, policies, or procedures; Reports client abuse or neglect; Records documentation timely, accurately, and completely.
This position has responsibility for HIPAA compliance.
Exposure to bloodborne pathogens is not likely to occur in this position.
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.
Position requires occasional driving to programs (must have reliable transportation), occasional lifting of program materials and supplies, etc.
Education and/or Experience
2+ years of related administrative experience
Bachelor’s Degree preferred
Excellent computer skills - MS Office, Excel
Strong organizational skills and detail-oriented
Excellent interpersonal communication and writing skills
Preferred understanding and identification with local Jewish Communal Activities
Displays behavior that creates a customer service culture at CJE by understanding the needs of our clients and customers and demonstrating a strong bias toward service, quality and customer satisfaction.
Minimum Education Required