Program Assistant I

Job Description:

Program Assistant I

Description

Description

Bring People Together at Lucie Stern Community Center!

The City of Palo Alto is looking for a Program Assistant I to provide customer service which includes facility rentals, guest relations and community center operations at Lucie Stern Community Center. This is a great opportunity for someone who enjoys working with the public, keeping things organized, and being part of a space where creativity and connection thrive.

Why Palo Alto?

Palo Alto, known as the "Birthplace of Silicon Valley," is home to Stanford University, major tech companies like VMware, Hewlett-Packard, and Tesla, and a thriving arts and cultural scene. The city is known for its exceptional quality of life, offering 36 parks, five community and youth centers, five libraries, and 41 miles of walking and biking trails.

With a highly engaged and diverse community, Palo Alto blends innovation, sustainability, and a deep appreciation for arts and culture. The Lucie Stern Community Center is a prime example of the city’s investment in public spaces that bring people together.

About the Community Services Department & Lucie Stern Community Center

The Community Services Department (CSD) provides parks, recreation, arts, and cultural programs that make Palo Alto a great place to live and visit.

One of Palo Alto’s most treasured community spaces is the Lucie Stern Community Center. Designed by Birge Clark and built in 1934, this Spanish Mediterranean-style complex serves as a hub for recreation programs, community events, and private rentals. LSCC provides welcoming spaces for public gatherings, educational workshops, and celebrations, making it an essential part of Palo Alto’s commitment to community engagement.

As a Program Assistant I, you’ll play a vital role in supporting these activities, coordinating rentals, and ensuring smooth operations.

What You’ll Do

• Be a Key Point of Contact - Provide general customer service - customer walk-ins, phone, program registration, facility and park rentals.
• Manage Facility Rentals - Oversee bookings, event logistics, and scheduling for gatherings.
• Handle Administrative Tasks - Track contracts, invoices, and scheduling details to ensure seamless operations.
• Provide Excellent Customer Service - Ensure visitors, renters, and program participants have a smooth and positive experience.

Who You Are

We’re looking for someone who is organized, detail-oriented, and enjoys working with people. The ideal candidate will have:
Equivalent to graduation from high school and 3 years of progressively responsible administrative experience working with programs or projects

OR completion of 2 years of college, which may substitute for 1 year of work experience
Strong organizational skills to manage event schedules, rentals, and logistics
Excellent customer service for working with renters, and the public
Attention to detail for tracking contracts, invoices, and program records
Ability to handle multiple tasks and priorities in a busy environment
Familiarity with office technology (scheduling systems, spreadsheets, communication tools)

Why Join Us?

• Be Part of a Historic Community Space - Help facilitate events, public gatherings, and facility rentals.
• Work with a Supportive Team - Join professionals dedicated to public service and community programming.
• Opportunities for Growth - Build skills in event coordination, arts administration, and public service.

Application Process & Timeline

Tentative First Interview: April 14, 2025
Tentative Final Interview: April 18 or April 22, 2025

If you enjoy working with people, managing details, and supporting community programs, we encourage you to apply today!

This is a union position represented by the Service Employee International Union (SEIU).

Essential Duties

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Depending on area of assignment, essential and other important responsibilities and duties may include the following:

• Act as receptionist, and coordinator of volunteer activities, schedule appointments, screen calls; receives visitors, and respond to inquiries.
• Act as liaison with City programs and managerial staff, contractors, community groups and local businesses associated with the assigned programs and projects. Responsibilities may include but are not limited to conducting tours and workshops, and meeting attendance.
• Establish and maintain a system of monitoring and reporting on the status of the assigned program. Prepare and track payments, purchase requisitions and contracts, purchasing forms.
• Coordinate facility booking, scheduling, rental process and computerized registration processes where applicable.
• Conduct research for use in the specified areas of assignment in development of material used in reports, promotional materials, design, or dissemination of information to the public.
• Perform calculations, compile data and write reports analyzing and summarizing data; prepare graphs and charts where applicable.
• Coordinate/schedule/mentor in-house and outreach programming, customers, hourly and temporary staff, instructors and camp staff.
• Coordinate support services to produce materials for and set up displays, workshops, classes, and talks; arrange for rooms and speakers; speak to groups and assist in conducting workshops as required.
• Type from draft or oral instructions correspondence and staff, statistical or numerical reports.
• File program related documents, correspondence, reports or other materials.
• Schedule meetings and prepare meeting minutes.
• Within established parameters, interpret various department rules, policies and procedures of assigned program.
• Prepare forms, memos, correspondence, and informational materials.

RELATED FUNCTIONS

• Perform related level classification duties and responsibilities depending on area of assignment.

Minimum Qualifications

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills, and abilities which would typically be acquired through:
Equivalent to graduation from high school and 3 years of progressively responsible administrative experience working with programs or projects. Completion of 2 years of college may substitute for 1 year of work experience.

Special Requirements

May be required to possess a valid California Driver's License.

Supplemental Information

The Selection Process:

• Applicants will receive recruitment status notifications via email. Governmentjobs.com account also has notification status updates.
  
• Applicants will be screened throughout the posting process and highly qualified candidates may be invited to interview at any time after the posting closes.
  
• The screening process for this position typically may include a virtual recorded interview and/or panel interviews preceding final interviews with the hiring manager or their designee.
  
  

Our online application system is provided by NeoGov . If you have problems while applying online, please contact NeoGov's Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday.

This position is represented by Service Employee International Union (SEIU).

Compensation (SEIU) : Comprehensive compensation plan, to learn more click HERE.

The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

For more details visit our Careers Page, by clicking HERE.
Learn more about our Memorandum of Agreements (MOAs) between the City and its bargaining units, by clicking HERE.

Closing Date/Time: 4/4/2025 11:59 PM Pacific

Salary:

$80,371.20 - $98,259.20 Annually