Program Support Specialist- Community Engagement
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Chicago, IL 60660
The Program Support Specialist is responsible for providing operational support and additional general administrative duties for the Community Engagement Department in order to coordinate, communicate and implement these programs’ primary portfolios. In this role, the Program Support Specialist also works with other CJE departments who depend upon the Community Engagement Department for assistance in marketing the agency’s programs and services to the wider community.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
•Assist Community Engagement (CE) staff in facilitating the coordination of communications materials (written, oral, and electronic) required to support the effective promotion and management of their programming portfolios, including but not limited to: initiating MarCom requests, photocopying materials, collating, stapling, creating binders of information, preparation of program sign-in sheets, name tags, etc.
•Create and maintain Process and Procedure Manual for effective operation of department.
• ?Assist with the preparation, transportation and set-up of all materials (registration, seating, etc.) related to the implementation of the CE programming, in-house or in the field.
?Assist with the preparation, transportation, and set-up of all marketing materials related to the implementation of agency-wide health and resource fairs. Maintain and be responsible for the packing and delivery of marketing suitcases, including the maintenance & inventory of marketing materials and giveaways.
?Represent CJE SeniorLife and participate in Vendor/Health Fairs as needed.
?Assist in supporting the reservation/registration process for CE department activities; creating and maintaining event data base.
?Have an excellent understanding of CE department programming in order to answer CE department’s general email and reservation lines/voicemails. Assist in resolution of problems encountered in the registration/implementation of programming.
?Maintain a general understanding of CJE SeniorLife’s programs and services.
?Assist in the maintenance of paper and electronic databases that accurately track program participation for benchmark purposes (for CE and other departments depending on events and purpose of programming).
?Reconcile credit card reports and UltiPro utilizing on-line portals.
?Establish good working relationships with other CJE SeniorLife programs and service providers.
?Monitor, maintain and order supplies, proactively, for events/programs and general office use.
?Perform other duties as assigned.
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.
Education and/or Experience
Bachelor’s degree, OR Associates Degree with an additional 1-2 years of relevant work experience OR for candidates with no college degree an additional 3-4 years of progressively responsible experience relevant to the scope of work outlined above.
Ability to read and write basic reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
?Demonstrated experience using Microsoft Office applications including Excel, Word, Power Point, and other database software applications. (Cricut experience preferred)
?Team player who enjoys working collaboratively but is also a self-starter who has the ability to work independently.
?Individual must take pride in their work and have a strong sense of responsibility and a high customer service standard.
?The selected individual must have sound judgment and excellent interpersonal skills and be adept at problem resolution.
?Must have the ability to multi-task and manage a variety of duties with efficiency and accuracy adhering to deadlines.
?Flexibility with schedule – weekend and evening availability when needed.
?Employee must have a valid driver’s license and car for travel throughout the north side of the city and suburbs.
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 select duties of this job (e.g., bringing and setting up materials to off-site programs), the employee is required to talk, hear, stand/sit for extended periods of time. The employee is required to stoop, reach above their head and walk. The employee must be able to lift and/or move up to 40 pounds.
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.
All staff should demonstrate the CJE Values in their behaviors and work practices.
Respect—We recognize, honor and acknowledge the inherent value of each person for their wisdom, their culture, their background and their unique history.
Advocacy—We encourage public policy which will benefit our clients by educating ourselves and the community. Furthermore, we give voice to our clients needs and facilitate a positive action on their behalf.
Compassion—We treat everyone with caring, sensitivity, understanding, and supportive responsiveness.
Innovation—We continue to advance our knowledge and strive to develop, evaluate and implement new and advanced programming and models of care to bring benefits to our clients, community and broader older adult/health care environment.
Intention—We approach our work and each task with mindful consideration as to what we are doing and why we are doing it, as individuals and as an agency.
Accountability—We are responsible individually and as an Agency for honest, accurate work and interaction with others. We plan strategically and provide measurable quality care with clear fiscal and ethical responsibility.
CJE SeniorLife is an Equal Opportunity Employer.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities