Program Assistant

Family Services and Education Programs (50%):

• Assist with logistical arrangements for educational programs and annual education conferences
• Track and process sponsorships for annual education conferences
• Manage workshop and conference registrations in Personify database
• Prepare materials for health fairs, trainings, presentations and meetings
• Update support group and education program listings in Personify and community resources in ACO/RDB website databases
• Ensure that information is updated in print materials prepared by Chapter Communications staff
• Develop, coordinate and ensure promotion of programs, services and events; work with Chapter Communications staff and community partners
• Review daily Contact Center report and follow up or distribute messages to appropriate staff for follow up as needed
• Transfer Helpline calls to the Contact Center
• Responsible for ensuring 100% compliance of adherence of the Alzheimer's Association's Helpline Standards
• Assist in coordination of supports groups, disseminate materials and collect attendance records; update support group listings in Personify database
• Update Early Stage Support Group (ESSG) documents for each session: calendars, member lists, check-in sheets; prepare letters and invoices for ESSG participants to both new and returning attendees; assist with setup for weekly ESSG meetings by providing materials and supplies as needed; distribute new participant packets with emergency cards to new ESSG members
• Administer large program mailings three times a year (family and community mailings)
• Assist Director in the administration and management of Area Agency on Aging (AAA) grants which include data entry into the AAA database system; coordinating collection of subcontractor invoices and backup documentation; and submission of monthly invoices to Marin County and to the San Jose Chapter Accounting Department
• Manage Personify program data and all records of required documentation
• Maintain resource library updates for families 
• Promote 800#, enews, TrialMatch and advocacy activities

Office Administration (20%):

• Greet and welcome visitors and ensure their needs are met by connecting them to appropriate staff
• Maintain coverage at the front desk during business hours
• Greet and assist support group and education program participants
• Field wide range of incoming calls and emails; provide accurate and timely information or direct inquiry to the appropriate person
• Process incoming donations, registration fees, honorariums, check requests and invoices weekly
• Prepare quarterly petty cash report 
• Assist staff and volunteers with office procedures, equipment and supplies
• Manage calendar and contact lists for North Bay offices, including volunteer schedules and committee rosters
• Maintain office organizational systems, files and common areas
• Oversee facility operations and maintenance of office equipment 
• Maintain office supplies monthly or as needed
• Oversee office mailing and shipping
• Update safety information and ensure that appropriate supplies are available
• Suggest improvements to processes and systems
• Other duties as assigned to meet Chapter and/or grant needs

Volunteer Coordination (10%):

• Help recruit volunteers through VolunteerMatch and other volunteer outlets; forward applications to appropriate staff
• Train and support volunteers, oversee office volunteer tasks, ensure tracking of volunteer hours 
• Assist with annual volunteer appreciation event(s)

Special Events (20%):

• Screen and route calls from The Longest Day and Walk to End Alzheimer’s participants needing assistance to appropriate staff
• Use Convio to help participants register, fundraise and set up their own webpage
• Field general questions about The Longest Day and Walk to End Alzheimer’s, and assist participants with registration and logistics around these events
• Process team and participant funds that are turned into the office
• Deposit cash donations and scan receipts to Chapter donor services
• Provide administrative support to Special Events Manager and other event staff
• Participate in at least two Walk to End Alzheimer’s annual events as requested

CULTURE OF COLLABORATION

• Fully engage in a culture where team collaboration is highly valued 
• Work as a team to accomplish, if not exceed, organizational goals in the National Strategic Plan
• Participate in Signature Fundraising Events
• Participate in Walk to End Alzheimer’s® staff team and personal fundraising goals
• Work at least one Walk to End Alzheimer’s® on a weekend
• Participate in The Longest Day
• Respond to public policy calls to action & participate in advocacy days
• Enhance our culture of diversity and inclusion in all aspects of the job