Houston Program Assistant

CAREER DETAILS:

CAREER TITLE: Houston Program Assistant

LOCATION: AYW Operating Site, Houston, TX

DIVISION: Administration

DEPARTMENT: Conservation Corps

POSITION REPORTS TO: Houston Site Director

POSITION SUPERVISES: None

CLASSIFICATION: Regular, Full-time, Non-Exempt

POSITION PURPOSE:

The Houston Program Assistant provides administrative, operational, and member support to help ensure the effective day-to-day functioning of the Houston Conservation Corps operating site. This position supports compliance with program requirements, assists with member services and documentation, and helps maintain organized administrative systems that advance program goals, support field operations, and contribute to a positive member experience.

ESSENTIAL FUNCTIONS AND BASIC DUTIES:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and basic tasks. Under limited to no supervision from the Houston Site Director, the Houston Program Assistant will perform the following functions:

1. Member Support and Program Administration
   
   1. Provide administrative support to corps members related to benefits, support services, and program documentation, including food assistance, education awards, and service verification requests.
   2. Track and notify members regarding required deadlines, evaluations, and activities to ensure timely completion of program requirements, including timesheets, member evaluations, virtual service documentation, and feedback assessments.
   3. Assist with member professional development activities, orientations, and trainings.
   4. Communicate with current members and alumni regarding post-service engagement opportunities and connect them with appropriate internal and external resources.
   5. Maintain accurate member records and update member, program, and performance outcome databases.
2. Operational and Administrative Support
   1. Provide administrative and operational support for Houston site activities and program operations.
   2. Upload project logs and related documentation into VEOCI to support billing and reporting processes.
   3. Process receipts and expense documentation through Emburse in accordance with organizational procedures.
   4. Assist with administrative tasks related to member activities, site operations, and program events.
   5. Attend and support Greenwave Initiative and other community engagement events as assigned.
   6. Coordinate maintenance and service scheduling for power tools and other program equipment as needed.
   7. Order, organize, and maintain inventory for office and program supplies, including crew camp supplies, tools, personal protective equipment (PPE), first aid kits, uniforms, and outreach materials.
   8. Become an approved driver for the program and provide operational support through supply pickup, errands, and member transportation using an organization vehicle, as assigned.
3. Recruitment and Outreach Support
   1. Support Houston operating site recruitment efforts through outreach, engagement, and applicant support activities.
   2. Assist with scheduling and participating in outreach events, including tabling events at colleges, career and job fairs, and community events.
   3. Promote AYW programs and opportunities in collaboration with site and program staff.
   4. Assist with reviewing applications, scheduling interviews, participating in interviews, and providing applicant feedback to supervisors.
4. General Responsibilities
   1. Work collaboratively with site leadership and other AYW staff to support effective program operations and member success.
   2. Perform other duties as assigned by the supervisor in support of site, program, and organizational needs.
      

QUALIFICATIONS:

Minimum Required

EDUCATION / CERTIFICATION:

• High school diploma or GED required.
  

EXPERIENCE: 

• At least one (1) year of related experience in administrative support, program support, office coordination, customer service, youth programs, workforce development, nonprofit operations, or a related field.

EQUIVALENCY 

• Equivalent combinations of education, training, and experience that provide the required knowledge, skills, and abilities to successfully perform the essential functions of the position may be considered.
  

KNOWLEDGE/SKILLS/ABILITIES

KNOWLEDGE:

• Knowledge of office practices and administrative and clerical procedures
• Knowledge of file and records management, and business communications
• Familiarity with Microsoft Office applications and Google Workspace applications
• Knowledge of data entry and documentation practices
• Familiarity with AmeriCorps, youth development, workforce programs, or nonprofit operations 
  

SKILLS: 

• Strong administrative and organizational skills
• Effective written and verbal communication skills
• Strong customer service and interpersonal skills
• Ability to work effectively in diverse community settings
• Problem-solving and conflict resolution skills
• Logistical coordination skills
• Intermediate computer skills, and
• Ability to operate office equipment
  

ABILITIES:

• Ability to maintain accurate records and documentation
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and deadlines
• Ability to work independently and collaboratively
• Ability to exercise sound judgment and maintain confidentiality
• Ability to remain flexible under pressure
• Ability to build positive working relationships with members, staff, and community partners
• Ability to support and assist others with patience, professionalism, and consistency
  

PHYSICAL ACTIVITIES:

HEARING: Hear average or normal conversations and receive ordinary information;

TALKING: Speaking clearly so others can understand you and the information you are communicating; Will be required to convey detailed or important instructions or ideas accurately; talking in front of groups and, or providing information to supervisor, co-workers, and external partners via telephone, writing form, e-mail or in person provide guidance and direction to others, set and monitor performance standards;

VISION: See details at a distance and, or at close range, within a few feet of the observer; will be required to read papers, books and to operate audio-visual, office equipment and tools;

MANUAL DEXTERITY: Quickly move your hand, your hand together with your arm, or your two hands to grasp, manipulate, handle, or assemble objects; use office equipment, supplies, tools, and program materials;

EXTENT FLEXIBILITY: Bend, stretch, twist, or reach with your body, arms, and/or legs;

DYNAMIC/STANDING/SITTING MOVEMENTS: May be required to sit, stand, walk, bend, stoop, reach, and move intermittently throughout the workday;

REPETITIVE MOTIONS: Walking; talking; frequent and regular movements of the wrists, hands, and/or fingers;

PHYSICAL STRENGTH: Exert maximum muscle force to lift, push, pull, carry objects, or restrain individuals;

VEHICLE AND EQUIPMENT INTERACTION: Operate a computer and computer applications to enter data or process information; use standard office equipment such as printers, scanners, and photocopiers; may be required to drive personal vehicles or organization vehicles, including vans, for program-related activities.

WORKING MODEL AND CONDITIONS:

ENVIRONMENT: In-person and on-site

INDOORS: Environmentally controlled conditions in an office or shared office setting; frequent work with others in a group or team environment; regular contact with others in person, by telephone, by e-mail, or through virtual communication; use of standard office equipment; no regular hazardous conditions;

OUTDOORS: May be required to work outdoors for outreach events, program activities, supply pick-up, or operational support; occasional exposure to hot, cold, wet, humid, or otherwise unpleasant weather conditions;

ATTENDANCE: Monday – Friday, 8:00 AM to 5:00 PM, with one-hour unpaid lunch break; schedule may vary based on program needs; occasional evening or weekend hours may be required for special events, outreach, deadlines, or program activities;

TRAVEL: Local travel within the Houston area and surrounding communities for outreach, recruitment, meetings, supply pick-up, member transportation, and program support; occasional travel to other AYW operating sites, service locations, conferences, workshops, or trainings.

BENEFITS

American YouthWorks offers competitive benefits and leave packages including, on an annual basis:

• 11 personal days;
• 8 sick days;
• 19 break days, taken throughout the spring, summer, and winter;
• 17 holidays,
• Employer contributions toward medical and dental plan;
• Employer-paid Life, AD&D, and Long Term Disability;
• Pre-tax programs for child and health care;
• Supplemental income and additional voluntary life options
• 403(b) retirement with employer contribution;
• Employment service awards every 5-years;

EOE