WestCoast Children’s Clinic is seeking an effective Youth Advocate Program (YAP) Coordinator who is dedicated to making a positive impact on the lives of current and former foster youth, as well as striving to improve the foster care system as a whole. We are looking for a detail-oriented administrator who is adept at providing overall administrative support and scheduling coordination to ensure the seamless operations of daily activities for the Youth Advocate Program.
The main duties include analyzing and entering complex individual and program level schedules into Google Calendar, maintaining the file system, tracking and supporting of program activities, editing and preparing program related documents, and managing logistical details for trainings and events. Other duties include coordinating and reserving meeting rooms, inventory, ordering office supplies, and minute taking during staff meetings. Additionally, the Program Coordinator assists Youth Advocates with successfully completing their administrative duties, including but not limited to time sheet and PTO entries into HRB/ADP, professional development forms, and assisting them with organizing their time while in the office. It is the expectation that all YAP positions exemplify a positive work ethic and provide training to Youth Advocates on both soft and hard skills that will further develop their employability.
The Alameda County Youth Advocate Program is nationally recognized for its innovative approach and dedication to improving services, experiences and outcomes for youth in foster care. It accomplishes this mission through advocacy, integrating the youth perspective and voice. The Youth Advocate Program trains and supports former foster youth through a fellowship program that develops their skills in advocacy, engagement, outreach and policy, and provides experiences that further their professional growth.
The program’s Youth Advocate Fellows, who are former Alameda County foster youth themselves, assist in the training of new child welfare workers and also provide education on the foster youth experience through various panel presentations and speaking engagements. The Youth Advocate Program is a national model and collaborates with other organizations across the country.
How the YAP Coordinator makes an impact:
- Ensures that programmatic and individual calendars are updated regularly, efficiently, and accurately for all program activities, including trouble-shooting scheduling conflicts and last minute, time-sensitive changes;
- Schedules advocacy activities (Team Decision-Making Meetings, Transitional Living Conferences, Projects Meetings, Subcommittee Meetings, & Debrief Meetings) based on feedback from YAP Project Manager;
- Responds to scheduling-related texts and phone calls from Youth Advocates.
- Assists in YAP administrative work as needed (e.g. filing, editing of documents, minute taking, coordinating delivery of food for staff events);
- Participates in project meetings, including taking minutes;
- Provides technical assistance to Youth Advocates to complete administrative duties;
- Provides ongoing, constructive feedback and support to Youth Advocates to improve their time management skills.
Tracking and Reporting
- Manages tracking and reporting of all program related activities, including weekly reports for the Program Director;
- Ensures all advocacy logs are fully completed and submitted within the allotted time frame;
- Creates and tracks evaluation forms for all training activities;
- Manages sign-in sheets for training activities.
Editing Projects and Program Documents
- Assists the Project Manager with the editing process for project proposals, promotional materials, flyers & resources;
- Assists the Program Director with editing program documents, including but not limited to policies and procedures.
Logistics & Planning
- Assists the Program Director to ensure all logistics (space, registration, materials, honorarium payment, etc.) for training activities are complete;
- Reserves meetings spaces when common space is reserved;
- Ensures that the program is properly supplied to complete all advocacy and training activities, as well as general office supplies and snacks;
- Assists the Director to ensure that all paperwork for trainers is complete and properly filed with Human Resources and Finance;
- Ensures that the office is well maintained.
- Participates in project meetings to take minutes and develop understanding of project work;
- Attends training related activities with Youth Advocates;
- Attends applicable meetings with Alameda County’s Department of Child and Family Services (DCFS) and others representing YAP and WestCoast, including some advocacy and project-focused meetings;
- Participates in WestCoast operations meeting, administrative program meetings and trainings as required;
- Provides trainings and on-going support to Youth Advocates on administrative related duties;
- Carries out other duties or projects as assigned by the Program Director.
The ideal candidate has:
- Bachelor’s degree preferred, with human services/social services experience;
- Demonstrated experience in administration and management of programs;
- Demonstrated experience in program operations, including payroll and human resource items;
- Demonstrated experience in project management;
- Personal and/or professional experience with social service systems and foster care;
- Experience working with transition-age youth;
- Experience working in workforce development programs for young adults strongly desired.
Competencies (skills, abilities & knowledge):
- Effective computer skills, including Word, Excel, PowerPoint and other office software capabilities;
- Advanced knowledge of Google Calendar;
- Experience in working with diverse communities;
- Positive ethnic/racial self-identification and cultural competency;
- Able to work effectively in a complex organizational setting, including resolving problems and generating program improvement ideas in a constructive manner;
- Excellent organizational, analytic, and leadership skills;
- Excellent interpersonal, communication, and writing skills;
- Collaboration and team functioning - able to work independently and collaboratively as part of a multidisciplinary team;
- Professional conduct.
Position Details and Compensation:
Full-time, exempt position reporting to the Youth Advocate Program Director. Salary is $44,000+ depending upon experience. Includes competitive benefits package, 403(b) and incentive compensation plans.
To Apply: If interested, please submit a cover letter and a resume describing how you meet these qualifications and include the job title in the subject line. Please note that cover letters are an important part of our applicant review process. It is also helpful to let us know where you saw this ad. Application deadline is February 28, 2013.