Village Program Assistant

at ONE FAMILY ILLINOIS in Chicago, Illinois, United States

Job Description

The Role: 

The Village Program Assistant provides support to Operations, providing administrative support at each Village, as well as to the programming at the Village itself, to ensure smooth running of the programmatic and administrative functions at each Village.  The Village Program Assistant works on-site at the Village to directly and indirectly support the children, families, and staff associated with the SOS Illinois sibling foster care program, including the education, clinical, and licensing departments and functions.  

Responsibilities may include work on-site at the office and community center, and beyond.  

Responsibilities:

1. In collaboration with the Director of Programs and Services and Chief Operating Officer (COO), support the orientation and onboarding of new Village Foster/Relief Parents and other Village staff through accurate and timely scheduling, as well as the distribution of staff IDs, Parent Manuals/Handbooks, and other materials and forms. 
2. Coordinate the transition of youth moving into and out of the village (i.e. welcome packages, introduction and farewell gatherings.
3. Work with Child Welfare Supervisor to support the timely completion, and tracking of all DCFS required paperwork, including 906, 1420, 1425, and UIR’s.
4. Work with Quality Assurance and Director of Programs and Services to ensure quality standards for programs and services. Oversees QI Process to ensure QSR Reports and Peer Reviews are completed within the required time frames. Completes necessary program reports (i.e. UIR Control Sheet, QSR Report, 906 Report, etc.)
5. Regularly provide sign-in logs to the administrative office or designee and other relevant leadership.
6. Maintain, update, and distribute Master Village List and Master Client Lists on a monthly basis.
7. Serve as point person on the Village for donor relations. Route donor calls and inquiries to the Director of Development.  Assist with mailing checks and scanning in-kind forms to the Development department.
8. Work with the Development team and Education team to receive, organize, sort and distribute materials/donations
9. Work with the Development team to communicate with Professional Foster Parent’s to obtain notes, signs, photos, applications, testimonials, etc.
10. In conjunction with the Village Business Manager, support the Relief process by scheduling support for the Professional Foster Parent as needed. In addition tracking hours scheduled and worked by the support staff.
11. Collaborate with the Education department and appropriate team members to regularly communicate with the Professional Foster Parent’s to determine needs of support, academic standing, communication with school and relevant staff.
12. Manage the daily operations of the office, including screening, greeting, and assisting visitors and callers to the agency and direct them to appropriate personnel. Responsible for the Village phone switchboard, sorting and distribution of in/out mail, and coordinating deliveries.
13. Manage and coordinate video and conference calls for the Village and visiting staff, as well as managing and coordinating the Zoom and conference room calendar for the Village. Responsible for ensuring a timely start to conference calls and meetings. Communicate with the IT Specialist regarding any special services needed. 
14. Maintain an updated Village staff directory, staff mailboxes, and monthly office calendar.
15. Provide administrative and programmatic support to the Village Director of Programs and Services, as well as the Education, Clinical, Licensing, and other departments.
16. Comply with all SOS policies, state, federal, county and city laws, rules and regulations.
17. Represent the agency and its senior staff with internal and external customers in a positive and professional manner.
18. Other duties as assigned.