Programs Assistant

Job Title:                               Programs Assistant

FLSA:                                      Full Time, Non- Exempt

Reports to:                           Vice President of Programs

Summary: 

Under the direction of the Vice President (VP) of Programs, the Programs Assistant is responsible for providing administrative support to the programs department, which includes, the local Santa Barbara Vision Care (SBVC) program, domestic program, education division, and international program with occasional support to the development and finance departments. Duties include, but are not limited to, local clinic operations, creating and updating program reports, data entry, assisting in the planning of events/courses, and processing donations received via phone and email.

Essential Duties and Responsibilities include the following.  Other duties may be assigned. 

• Respond to emails and answer calls
• Confirm and schedule appointments for all sites under the local program
• Cover the clinic during hours of operation in partnership with the optometrist on duty
• Attend and assist in SBVC screenings/health fairs/events
• Collect, count, and enter information for monthly surgical and screening impact reports
• Assist with annual audit of programs counts
• Act as a community resource for SEE International at local events
• Support Education course coordination and serve as an onsite representative when needed

To perform the job successfully, an individual should demonstrate the following competencies:

Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Excellent communication skills, both written and verbal. Selects and uses appropriate communication methods.

Collaboration – Works well with others, including internal and external parties; Exchanges ideas and feedback; Communicates with others to work towards a common goal; Flexible and adaptable to new changes.

Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization’s goals and values; Supports affirmative action and respects diversity.

Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration; Accepts responsibilities for actions.

Project Management – Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.

Strategic Thinking – Develops strategies to achieve organizational goals; Understands organizational strengths and weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.

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.

Education/Experience:

• Associate’s degree/certification in Social Sciences, Public Health or related field

AND/OR

• Five years related experience with non-profits, health-related focused organizations, or medical clinics; Knowledge of eye care is a plus.

Language Ability:

• Fluency in Spanish is required.
• Effectively present information and respond to questions from managers, clients, customers, and the public.
• Experience in interpreting business, professional, technical, or healthcare documents is a plus.

Math Ability:

• Basic math skills, including addition, subtraction, multiplication, and division.

Reasoning Ability:

• Ability to think whole person care, creatively with the intent to improve processes

Technology Skills:

• Microsoft Suite: Outlook, Calendar, Word, Excel, PowerPoint, Sharepoint, Teams etc.
• Software: Any Electronic Health Records system experience is a plus

Certificates and Licenses:

• None required.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• This is an in-office position with opportunity to work remote one to two days after successful training. This position may require travel up to 20% of the time.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, sit, walk, use hands to finger, handle, or feel, reach with hands and arms, and talk or hear.  The vision requirements include close vision and ability to focus. The employee must regularly lift and /or move up to 25 pounds.

Salary & Benefits:

$37,440-$45,760, depending on experience. Benefits include Medical, dental, vision, short/long term disability, life insurance; 403(b) retirement plan; and paid vacation, holiday, and sick time.