Global Communities is seeking a Program Assistant to join the US & Border Field Office team at the headquarters in San Diego, CA.

The primary responsibility of the Program Assistant for the US & Border Field Office is to manage administrative and clerical tasks that ensure the success of the program portfolio.

Global Communities works at the intersection of humanitarian assistance, sustainable development and financial inclusion to save lives, advance equity and secure strong futures. They support communities at the forefront of their development in more than 35 countries to achieve a vision of a more just, prosperous and equitable global community.

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Responsibility Area: Administration

• obtain multiple quotes to ensure best pricing/quality, purchase and/or order US&BP project related materials. Also, ensure that project supplies are inventoried and kept in sufficient quantities for optimal program efficiency.
• manages, prepares, and shares calendars as needed for US&BP project on-site and off-site staff meetings, events, and training, including occasional coordination of daycare services.
• Assist in maintaining the project related vehicle
• In addition, preparing project-related envelopes and packages

Responsibility Area: Clerical Accounting

• Review and organize vendor invoices that need processing, code invoices for correct account and cost centre allocation
• Enter the vendor invoices into the accounting system
• Obtain Project Director/Manager approval for all transactions to be paid via ACH and via credit card before purchasing.
• Obtain approval from Finance Director for A/P batches every month
• Assist with maintaining petty cash
• Moreover, responsible for obtaining the documentation of all credit card expenses from Directors/Managers every week
• Assist in the documentation of GAAP-in-kind
• Scan hard copies of credit card receipts every week and file them in the common drive as needed
• Verify discrepancies and resolve vendor/staff billing issues and questions
• Facilitate payment of invoices due by sending bill reminders as well as contacting vendors

Responsibility Area: Communications & Program Support

• Assists in responding to public inquiries
• Receives, documents and assigns program referrals from partner agencies to staff
• Also, tracks the outcomes and reports back to the Project Director and referring partners regularly
• Event coordination
• Maintains confidential and HIPPA complaint records
• Assists with data entry and verification of services billed by external partners contracted by the programs
• In addition, manages to drop off and pick up program supplies from vendors and/or storage units

Other:

• Participate in agency, project, as well as partner activities and meetings
• Perform all other duties as deemed necessary by the Supervisor

POSITION SPECIAL RESPONSIBILITIES:

• Must be available to work overtime during peak periods.
• own reliable transportation for regular travel around San Diego County.

Requirements

• Strong organization skills, attention to detail as well as time management skills.
• Experience supporting financial processes and familiarity with Salesforce, Adaptive, and Concur is an asset
• Also, Interest in health, psychology, social work or international development is an asset

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• Working knowledge of their work discipline as well as 2 years of related work experience
• Bachelor’s degree preferred
• Fluent in English is a must. Second languages are a plus.
• A minimum of 2 years directly related experience in a formal office setting
• Strong experience using Microsoft Office, including Excel, Word, Outlook
• A passion for the mission as well as values of Global Communities
• Moreover, must have U.S. work authorization.