Program Assistant

Honolulu, HI, USA|

Job Overview

Compensation

Hourly

Exact $22.56

Benefits

Paid vacation

Sick Time

Paid holidays

Medical insurance

Dental Insurance

Vision Insurance

Company matching 401k

Job Description

United States Veterans Initiative (U.S.VETS) is a respected non-profit organization dedicated to supporting military veterans and their families as they transition back into civilian life. Established with a mission to provide housing, counseling, career development, and comprehensive support services, U.S.VETS is committed to making a meaningful difference in the lives of those who have served our country. This organization operates numerous programs designed to address the unique challenges veterans face, including homelessness, unemployment, and access to vital community services. By partnering with a wide range of stakeholders and leveraging community resources, U.S.VETS strives to foster stable, self-sufficient lives for veterans and their families. As a recognized leader in the veterans' support sector, U.S.VETS prides itself on its compassionate and professional approach to client care and program delivery.

The Program Assistant role at U.S.VETS is a vital administrative and operational position within the organization, working under the direct supervision of the Operations Manager. This role is integral to enhancing organizational support and ensuring smooth operation of the programs aimed at serving veterans effectively. The Program Assistant is responsible for managing client records, ensuring compliance with grant requirements, tracking program fees, handling petty cash, reconciling invoices, ordering supplies, coordinating events, and contributing to the overall efficiency of program operations. This position requires a detail-oriented and highly organized individual who thrives in a dynamic environment and is passionate about supporting veterans. The Program Assistant will play a key role in supporting the Case Management department, overseeing client databases, collecting and tracking rents and other monies, and assisting in preparing for audits and grant reporting. Additionally, the role involves liaising with various departments for financial coordination, processing donations, managing inventory, and planning events that engage donors, partners, clients, and staff. The candidate will also support human resources tasks, including recruitment processes and training coordination. Benefits for this role include paid vacation, sick time, paid holidays, medical, dental, vision insurance, and a company matching 401K plan. This position represents a rewarding opportunity for individuals looking to contribute to a meaningful cause by serving those who have served our nation, within a supportive team environment that values dedication and positive impact.

Job Requirements

Bachelor's degree in social services, accounting, non-profit management or related field
Minimum of 2 years of relevant experience may substitute for a degree
Strong computer skills and proficiency in Microsoft Office
Highly organized with attention to detail
Able to work independently and responsibly
Excellent communication skills, both oral and written
Knowledge of veteran issues, homelessness, and local services a plus
Enthusiasm, positive attitude, team player, flexibility, and creativity
Ability to listen, take direction, and make sound decisions
Ability to organize and implement both short-term and long-term projects and programs

Job Qualifications

Bachelor's degree in social services, accounting, non-profit management or related field
At least 2 years of relevant experience which may substitute for a degree
Strong computer skills and proficiency in Microsoft Office
Highly organized with attention to detail
Excellent communication skills, both oral and written
Knowledge of veteran issues, homelessness, and local services a plus
Enthusiasm and positive attitude
Ability to work as a team player
Flexibility and creativity
Ability to listen, take direction, and make sound decisions
Ability to organize and implement both short-term and long-term projects and programs

Job Duties

Oversees and maintains central databases of clients and program information and ensures compliance with grant-mandated systems
Supports Case Management department in maintaining files, preparation for audits, and correction of any deficiencies
Collects and tracks program rents including providing receipts to clients, maintaining rent calculation worksheets and waivers, and providing reports to Program staff
Collects, reconciles, tracks, and deposits any other site cash accounts, money orders, and checks such as donations received or site store revenue
Monitors and maintains supply inventory, coordinates purchases with approval, submits purchase orders, allocates expenses, and monitors vendor balances
Coordinates with Program staff for requesting supportive service funds to meet client needs
Assists with accounting functions and coordinates with Accounts Payable to ensure all deposits and expenses are submitted and posted timely
Assists with grant applications, reports, budget tracking, and billings
Assists in recording cash and in-kind contributions and maintaining database of contributors for mailings and solicitations to support programs
Coordinates shipping and post office mailings and tracks receipt of products and donations
Plans annual and other periodic events for donors, partners, clients, and staff
Assists with program-specific activities such as client screenings, assessment for eligibility, intake documentation, and orientation
Assists with human resources activities including posting positions, pre-screening candidates, scheduling interviews, coordinating orientation and training, and tracking evaluation and eligibility dates
Assists supervisors with coordinating staff training and ensuring proper payroll allocations
Assists with maintaining Operations Manual and regular review and update of program and organization policies
Provides direct and confidential support to management, staff members, and interns
Performs other duties as assigned