Program Assistant

Position Summary

Xavier Mission seeks a detail oriented and compassionate Program Assistant to support volunteer engagement, program administration, and community outreach efforts. This position provides critical operational support to ensure the smooth functioning of our Food Pantry, Welcome Table, Clothing Room, and volunteer programs.

Responsibilities

Volunteer Support

• Coordinate volunteer recruitment, scheduling, registration, and communication.
• Respond to volunteer inquiries and maintain volunteer records.
• Assist with volunteer orientations and training.
• Track attendance, cancellations, and volunteer engagement metrics.

Administrative Support

• Monitor and respond to program email inboxes.
• Maintain calendars, spreadsheets, and program databases.
• Assist with data entry and reporting.
• Prepare program materials, forms, and guest resources.

Program Support

• Assist with setup and preparation for weekly programs.
• Help organize donations and supplies.
• Support guest registration and intake as needed.
• Ensure program spaces remain organized and welcoming.

Community Engagement

• Provide excellent customer service to guests, volunteers, and partners.
• Share information about Xavier Mission programs and services.
• Assist with outreach and community resource distribution.

Qualifications

• High school diploma required; Associate's degree preferred.
• Strong organizational and communication skills.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to work independently and manage multiple tasks.
• Commitment to serving vulnerable populations with dignity and respect.
• Bilingual English/Spanish/ Mandarin preferred.

Ideal Candidate

• Organized and dependable.
• Comfortable interacting with diverse populations.
• Strong administrative skills.
• Passionate about community service and social justice.
• Able to thrive in a fast-paced nonprofit environment.

Physical Requirements

• Ability to stand for extended periods during program operations.
• Ability to lift and move up to 30 pounds.
• Ability to assist with program setup, breakdown, and inventory organization.

• Flexible work schedule
• Hybrid location
• Generous paid time-off

Bilingual English/Spanish, English/Mandarin, or English/Cantonese preferred.