Project Assistant

Job Details

Description

Who We Are

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults.

Who We Serve

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

What We Offer

• The compensation for this position can be up to $38.22 an hour. Compensation will vary based on qualifications, skills, experience, and geographic location. The salary range may also vary if you reside in a different location than the location posted.
• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.
  
  
  

Job Summary

Program Type: Regional Projects Team

Scheduled Hours per Day: Monday through Friday from 9am-5pm

Works within the vision, mission, and philosophy of the agency. This position will work alongside the respective Project Manager and the project team and provide support to effectively guide the project team and or department to achieve its goals and deliverables. This might include handling details related to conducting research, drafting, and formatting reports and presentations, keeping project management tracking systems updated and coordinating correspondence from project team members. This position has a thorough understanding of project objectives and goals, ensuring all team members have the resources needed. Works in concert with project managers, project team or other assistants to ensure smooth and timely project completion. Exercises independent decision making in assignments, coordination of activities with internal and external contacts, and agency staff.

Responsibilities And Duties

• Works collaboratively with the project manager, project and cross-functional teams (internal and external) to maximize productivity, contributing to the entire project lifecycle.
• Provides a variety of administrative support activities including but not limited to schedule management, performing outreach, tracking budgets and overseeing the minute details associated with complex task tracking, assist in the preparation and distribution of project materials, formatting reports (i.e. progress reports, workflows, PowerPoint presentations, training materials) reconciliation of expense reports, mileage claims, ordering of office supplies and equipment and other routine tasks.
• Coordinates with the internal team and external partners/vendors to schedule appointments and ensure project objectives/tasks are achieved.
• Organize and monitor schedules and see that deadlines are met.
• Completes relevant project documentation (Gantt chart, task assignments, process documentation, workflows, and other reports).
• Edits agency documents for grammar, spelling, and formatting. May recommend or alert project team members to the need for revisions to documents based upon extensive knowledge of agency and outside organization contact and experience.
• Keep records of all information related to project for documentation, clarification, and presentation to management.
• Arranges contracts, purchase orders and expenditure authorization forms for approval and chase invoices to ensure accurate payment.
• Responds to email or telephone inquiries and convey accurate information promptly and appropriately.
• As a representative of the agency, maintains appropriate professional and courteous manner in communicating with members of outside agencies, vendors, clients, and families.
• Provides support to new and/or cross-functional projects set up and take off and support preparation of close out documents.
• Data entry, literature review/web-based research
• Participates in committees or work teams or related agency activities.
• Coordinates and manages special events.
  
  
  

Other Duties And Responsibilities

• Practices self-care, remains aware that others may be contending with stress, and treats other with grace.
• Performs other related responsibilities, as assigned, to support specific department/business needs.
  
  
  

Core Abilities

• Works as part of a team.
• Ability to collaborate effectively in cross-functional environment.
• Exhibit a broad knowledge and understanding of customer satisfaction, customer service, and
  
  
  

communication techniques.

• Formulates and updates project schedules.
• Use independent degree of creativity, analytical, and independent judgment.
• Ability to multitask, work in fast-paced, highly pressured, and changing work environment.
• Differentiate and balance needs through priorities and importance.
• Maintain standards of confidentiality.
• Maintain positive work relationships in a respectful and collaborative manner.
• Maintain good communication to ensure others have necessary information.
• Maintain initiative, reliability, and resolve problems in a timely manner.
• Create, innovate, resource utilization, and team player.
• Research, plan, monitor, and implement.
• Quality assurance and troubleshoot.
• Read and understand financial statements and budgets.
  
  
  

JOB SPECIFIC COMPETENCIES

• Project Management
• Attention to Detail
• Manages Multiple Priorities
• Initiative
• Contributes to Team Performance
• Administrative Acumen
  
  
  

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 essential job functions.

Minimum Education And/Or Experience

• High School Diploma or General Education Development (GED) required.
• Associates degree preferred in a relevant field.
• Three (3) years progressive experience in the field of project management, behavioral
  
  
  

health/healthcare and/or related area.

• Advanced computer skills:
• Microsoft applications (e.g. Word, Excel, PowerPoint, Visio, and Teams) required.
• Worked with an Electronic Health Record (EHR).
• Significant hands-on experience with other industry-specific software/programs (e.g. MS Project).
  
  
  

Other Specific Requirments

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Child Abuse Index Check (CAIC) background clearance.
• Valid California Driver's license with two years experience driving and clean driving record may be required.
  
  
  

Equal Opportunity Employer

We will consider for employment qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.