Program & Office Support

ABOUT HIREDAt Hired, we believe every person is one good job away from a stable and promising future. We specialize in supporting individuals whose opportunities have been shaped by historic and systemic inequities. We strive to provide coaching and skill-building opportunities at every step of their journey while helping individuals stabilize by meeting their basic needs and navigating systems of support. Through the culmination of these efforts, we believe will ultimately enable them to provide for their families, advance in their career, and pursue their purpose.We look for these skills in a talented individual to join our team and strive to cultivate an environment that harnesses the collective power of these values and experiences each team member brings in pursuit of Hired's mission and values. Hire's mission is to nurture purpose and advance economic opportunity for all through individualized employment and career services. Our values include:Putting People FirstGoing the Extra MileAdvancing EquityWorking TogetherIn addition to competitive salaries, Hired offers work/life balance supported by a hybrid schedule and a generous paid time off program that includes vacation, personal & health, 3 floating holidays and 12 observed holidays. Other benefit offerings include Health & Dental; Health Savings Account (HSA), Flexible Spending Accounts (FSA); Employer Paid Long-Term Disability Insurance, Minnesota Paid Family Medical Leave; Employer Paid Life Insurance; 401(K) Retirement Plan with Employer Contribution; Voluntary Life, Vision, Legal Insurance, and employee referral program.HIRED is an Equal Opportunity Employer. Qualified applicants are considered for employment without regard to age, race, color, familial status, religion, gender identity, national origin, sexual orientation, disability, or veteran status.POSITION DESCRIPTION/PRIMARY OBJECTIVE:The Program & Office Support is the first point of contact for visitors, participants, and callers. This position is responsible for fostering a welcoming and professional guest experience that reflects Hired's mission and values. The Program Office Assistant manages the front desk and reception area daily, ensuring effective communication and providing responsive service to all stakeholders.This role assists the program teams by providing support with program support services and other tasks as needed.ESSENTIAL JOB FUNCTIONSCustomer Service/CommunicationGreet and welcome program participants, visitors, and staff in a professional and courteous manner, ensuring a positive first impressionAnswer, screen, and route incoming calls across multiple phone lines; take accurate messages as neededRespond to inquiries and direct participants, visitors, and customers to appropriate staff, programs, services or resourcesProactively address questions and concerns; seek support from appropriate staff when handling sensitive or complex situationsCommunicate effectively using phone, email, and written correspondence with internal teams, external customers, and community partnersUtilize electronic record-keeping systems (e.g., WF1, HERO, and other designated platforms) to support participants services and ensure accurate information access.Facilitate interpreter service to support guest and program participants if needed.Front Office CoordinationOpen and close the office daily, ensuring readiness of the workspaceMaintain a clean, organized, and professional front desk and lobby environment throughout the dayManage sign-in/out processes for staff, participants, and visitors; ensure accurate tracking of arrivals and departuresCoordinate meeting room schedules, including maintaining and updating calendars, posted schedules, and organizing room logisticsCommunicate timely updates to staff and participants regarding meetings, trainings, office hours, and other emergency notificationsMaintain and update resource boards, materials, and informational displaysOversee office equipment (e.g., fax machines, copiers, postage systems); troubleshoot issues, submit help desk requests, and coordinate with vendors as neededServe as the primary point of contact for day-to-day property management and maintenance vendor services; coordinate repairs and facility needsCoordinate front desk coverage and communicate scheduling changes to staffCommunicate regularly with management regarding operational issues, concerns, or incidents involving staff, participants, visitors, or vendorsMaintain and update changes to front desk office practices and procedures; ensure staff are informed of changes and updatesMonitor security camera systems across the lobby using designated software, ensuring continuous awareness of activities and identifying any suspicious or unusual behavior in real time.Clerical/Data EntryMonitor, inventory, and order office supplies; maintain clean, organized supply areas and storage spacesPerform a variety of clerical duties, including mailing, faxing, scanning, copying, and distributing mail for multiple teams and programsProvide administrative support to staff, including printing and scanning documents as neededSupport onboarding processes by assisting the HR Director and hiring managers with preparation of new hire materials, including orientation packets, business cards, nameplates, and mailbox setupPerform accurate data entry using Microsoft Office applications and program-specific record-keeping and reporting systems (e.g., Excel, WorkforceOne)Program SupportMonitor daily program schedules and training activities to anticipate participant flow, provide welcoming front-desk support, and coordinate with program staff as neededProvide accurate information, referrals, and required program forms to participants and visitorsOrder, track, and distribute participant support service items (e.g., bus cards, gas cards, gift cards); coordinate with program management and accounting, and maintain accurate inventory and distribution recordsPrepare new participant referrals and follow up with external partners to resolve discrepancies in a timely mannerManage participant support services file archiving for assigned programs; coordinate archiving processes, record key information, and ensure accuracy and compliance with record-keeping standardsEnter and maintain participants support service data in the WorkforceOne Case Management (WF1) system; utilize system tools to troubleshoot issues and support program needsProvide logistical and administrative support for Central Services and program team events, including planning and day-of coordination as neededMaintain organization and cleanliness of Central Services storage areas, ensuring supplies and materials are accessible and properly storedOther ResponsibilitiesCoordinate the cleaning, organization, and restocking of shared office spaces, including kitchen, restrooms, conference rooms, and quiet roomsSupport the HR Director in coordinating annual fire drills and safety trainings, including scheduling and logisticsMaintain a professional, organized, and welcoming reception area, ensuring materials and supplies (e.g., brochures, flyers, children's items) are fully stockedPerform additional duties and responsibilities as assigned to support office and program operationsMINIMUM REQUIREMENTSHigh school diploma or equivalent required; minimum of one (1) year of customer service experienceExperience working with community-based Human Services nonprofit is a plusDemonstrated reliability, including consistent and punctual attendanceIntermediate proficiency with computers and Microsoft Office applications, including Word and ExcelExperience with, or willingness to learn, program-specific systems (e.g., WorkforceOne Case Management system) and apply them effectively in daily workStrong verbal and written communication skills, with the ability to engage effectively with diverse audiencesAbility to work collaboratively and deliver consistent, proactive customer serviceDemonstrated curiosity and commitment to learning about organizational programs and services to better support participantsAbility to manage conflict appropriately, escalate issues when needed, and apply proactive problem-solving skillsStrong organizational, coordination, and planning abilities with attention to detailEffective time management skills, including the ability to prioritize tasks and meet deadlinesFlexibility and adaptability in a fast-paced, changing environmentProfessional demeanor and ability to lead by example in all interactionsAbility to maintain confidentiality of sensitive employees, participants, and program informationPHYSICAL REQUIREMENT: Ability to perform primarily sedentary work, including prolonged periods of sitting and frequent computer and data entry tasks. Must be able to occasionally lift (up to 20 pounds), and perform movements such as stooping, pulling, and pushing as needed.