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Program Assistant

This job is no longer available

Lafayette, CA, USA

Under the direction of the Site Director, the Program Assistant provides administrative support for programs, outreach and education, constituent events, public policy, scheduling and logistics, and program data and documentation. The Program Assistant works closely with East Bay staff and San Jose Chapter leadership to assure seamless communication and office operations. The Program Assistant manages the front office to assure smooth and efficient office operations. 

This is a full-time position, located in Lafayette, California, and reports to the Site Director.

Areas of Responsibility: 

Office Administration

  • Maintain coverage at the front desk during business hours. Responsible for opening office and finding coverage when needed; provide clerical support and general office administration to office staff and volunteers
  • Assist with recruiting volunteers through VolunteerMatch and other volunteer outlets; forward applications to appropriate staff ; train and support volunteers and oversee office volunteer tasks; ensure tracking of volunteer hours 
  • Oversee facility operations and maintenance of office equipment 

Education Programs 

  • Responsible for ensuring educational programs are processed following the Chapter protocols to ensure that registrations are processed, the event is created in Personify CRM and marketing materials are developed. Also responsible for all education data entry.
  • Process registrations for family education classes and education conferences; serve as primary point of contact for interested constituents
  • Assist Site Director with logistical arrangements for educational programs and annual education conferences
  • Respond to requests and coordinate staffing for health fairs and community events; assist with staffing when needed; prepare materials for health fairs, trainings, presentations and meetings

Family Services

  • Manage Personify program data and all records of required documentation as requested; 
  • Assist Site Director in the administration of grants including preparation of monthly service contact reports 
  • Maintain resource library for families
  • Promote 800#, enews, TrialMatch and advocacy activities
  • Prepare a bi-monthly e-newsletter to be distributed to constituents

Constituent Events Support

  • Track registration numbers for The Longest Day using Convio Luminate CRM; field general questions about The Longest Day and Walk to End Alzheimer’s, and assist participants with registration and logistics around these events
  • Assist with solicitation of in-kind donations from local businesses as needed for The Longest Day and Walk to End Alzheimer’s
  • Process team and participant funds 
  • Provide administrative support to the Special Events Managers for the East Bay and assist with special projects

Public Policy and Advocacy

  • Assist Chapter public policy staff with event details and logistics; provide administrative support to the Public Policy and Advocacy team


  • 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 Walk to End Alzheimer’s staff team and personal fundraising goals
  • Work at least one Walk to End Alzheimer’s on a weekend
  • Respond to public policy calls to action & participate in advocacy days
  • Enhance our culture of diversity and inclusion in all aspects of the job
Educational Background: 
Bachelor’s degree preferred in social work or related field
  • Minimum of 3 years office administration and office management experience required
  • Excel and database experience required; experience with CRM systems highly desired
  • Ability to work professionally and demonstrate excellent customer service, both internally and externally 
  • Well organized and detail-oriented with consistent and timely follow through 
  • Excellent computer skills; Microsoft Office Suite, Google Apps including Gmail, Calendar & Drive; technical troubleshooting skills
  • Excellent written and verbal communication skills
  • Ability to multi-task and prioritize work 
  • Ability to work with diverse communities and demonstrate inclusion
  • Familiarity with related community services and agencies
  • Ability to respond to emotional concerns of families
  • Willing to work occasional weekends and evenings for special events

Organization Info

Alzheimer's Association

Chicago, IL, United States
About Us

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to eliminate Alzheimer’s disease through the advancement of research, to provide and enhance care and support for all affected, and to reduce the risk of dementia through the promotion of brain health. Our vision is a world without Alzheimer’s®.

Listing Stats

Post Date: 
Aug 13 2019
Active Until: 
Sep 13 2019
Hiring Organization: 
Alzheimer's Association