Careers – Program Assistant
Application Process
Interested parties should email their resume and cover letter to info@kit.org by 1/27/21.
Title:
PROGRAM ASSISTANT
Reports to:
Director of Program Operations
Salary Range:
$45,000 – $50,000 annually
JOB SUMMARY:
Kids Included Together (KIT) has a strategic objective and mission imperative to teach people who serve children about disability inclusion, inclusive practices and behavior support. The Program Assistant is responsible for providing administrative support to the Directors of the KIT Program Team. This position will also coordinate and maintain scheduling for KIT’s Inclusion Support Center providers and staff.
CLASSIFICATION OF POSITION:
[ ] FULL TIME EXEMPT
[ ] PART TIME EXEMPT
[X] FULL TIME NON-EXEMPT
[ ] PART TIME NON-EXEMPT
LOCATION: 50% San Diego office / 50% remote work available
TRAVEL REQUIRED: some local travel as needed
JOB RESPONSIBILITIES:
- General Administration
- Monitors all Inclusion Support Center (ISC) email inboxes for appointment requests regarding Army, Navy, Air Force, Marine Corps and Inclusive Communities.
- Responds to all written and verbal appointment requests within one business day.
- Coordinates online scheduling system for ISC appointments.
- Enters all ISC related intake data into Salesforce.
- Coordinates waitlist for maximum efficiency and increased appointment utilization.
- Use Salesforce to track all requests for materials.
- Conduct weekly shipping and distribution operations, as necessary.
- Resolve issues regarding shipped orders.
- Report to management on activities and issues.
- Communicates and coordinates with colleagues, as necessary.
- Tabulate training evaluation data.
- Hosts monthly webinars.
- Serve as technical support for online trainings, as necessary.
- Retrieves mail from Liberty Station office and deliver to PBO Advisory Group (as requested).
- Attends regular Inclusion Support Center staff meetings, monthly KIT staff meetings and other meetings, as assigned.
- Specialist and Trainer Support
- Schedules appointment requests and maintain the ISC schedule using Outlook calendars according to need and availability.
- Reschedules ISC calls, as needed.
- Orders training supplies for upcoming site visits.
- Communicates and coordinates material delivery with trainers.
- Customer Service
- Provides responsive telephone customer service for the ISC.
- Maintains a positive, empathetic and professional attitude toward providers at all times.
- Contacts providers and staff regarding day-to-day changes.
- Other duties, as assigned
QUALIFICATIONS:
- Education
- High School Diploma or Equivalent (GED) – Required
- Associate’s or Bachelor’s Degree a plus
- Valid Driver’s License to operate motor vehicle and proof of insurability
- Experience
- 2+ years in administrative or office coordination role
- Competencies
- Proficient in Microsoft Office Suite: Access, Excel, Word, PowerPoint and Outlook
- Proficient in CRM (Salesforce) preferred
- Proficient in Zoom webinar platform
- Ability to multi-task
- Success Factors
- Excellent organizational skills and consistent attention to detail
- Proven customer service skills
- Strong work ethic
- Internally motivated
- Detail-oriented
- Highly accountable
- Creative problem solver
- Driven to execute with consistency
- Team-oriented
- Positive “can do” attitude
EXPECTED RESULTS:
The Program Assistant is expected to provide administrative support to the Program team. The following results are expected:
- Coordinate ISC calendars
- Order training and support materials
- Process training evaluations
- Host monthly webinars
WORKING CONDITIONS:
- Physical Requirements
| 0-24% | 25-49% | 50-74% | 75-100% | 0-24% | 25-49% | 50-74% | 75-100% | ||
| Lifting/Carrying | Twisting/Turning | ||||||||
| Under 10 lbs | ☐ | ☒ | ☐ | ☐ | Reach over shoulder | ☒ | ☐ | ☐ | ☐ |
| 11-20 lbs | ☒ | ☐ | ☐ | ☐ | Reach over head | ☒ | ☐ | ☐ | ☐ |
| 21-50 lbs | ☒ | ☐ | ☐ | ☐ | Reach outward | ☒ | ☐ | ☐ | ☐ |
| 51-100 lbs | ☒ | ☐ | ☐ | ☐ | Climb | ☒ | ☐ | ☐ | ☐ |
| Over 100 lbs | ☒ | ☐ | ☐ | ☐ | Crawl | ☒ | ☐ | ☐ | ☐ |
| Kneel | ☒ | ☐ | ☐ | ☐ | |||||
| Pushing/Pulling | Squat | ☒ | ☐ | ☐ | ☐ | ||||
| Under 10 lbs | ☒ | ☐ | ☐ | ☐ | Sit | ☐ | ☐ | ☒ | ☐ |
| 11-20 lbs | ☒ | ☐ | ☐ | ☐ | Walk-Normal Surfaces | ☐ | ☒ | ☐ | ☐ |
| 21-50 lbs | ☒ | ☐ | ☐ | ☐ | Walk-Uneven Surfaces | ☒ | ☐ | ☐ | ☐ |
| 51-100 lbs | ☒ | ☐ | ☐ | ☐ | Walk-Slippery Surfaces | ☒ | ☐ | ☐ | ☐ |
| Over 100 lbs | ☒ | ☐ | ☐ | ☐ | Stand | ☐ | ☒ | ☐ | ☐ |
| Bend | ☒ | ☐ | ☐ | ☐ | |||||
| Driving | |||||||||
| Automatic Trans | ☒ | ☐ | ☐ | ☐ | Other | ||||
| Standard Trans | ☒ | ☐ | ☐ | ☐ | Keyboard/Ten Key | ☐ | ☐ | ☒ | ☐ |
| Vision | ☐ | ☐ | ☐ | ☒ | Fingering (fine dexterity) | ☐ | ☒ | ☐ | ☐ |
| Hearing | ☐ | ☐ | ☐ | ☒ | Handling (grasping, holding) | ☒ | ☐ | ☐ | ☐ |
| Ascending Stairs | ☒ | ☐ | ☐ | ☐ | |||||
| Descending Stairs | ☒ | ☐ | ☐ | ☐ |
Disclaimer:
KIT is an equal opportunity employer. KIT prohibits discrimination against applicants on the basis of sex, race, religion, color, national origin, physical or mental disability, protected medical condition (including pregnancy or childbirth), marital status, age, sexual orientation, gender identity or gender expression, ancestry, military or veteran status, genetic information or any other characteristic protected by federal, state or local law.