Job Description

Operations Program Assistant

Application Deadline: 6 April 2026

Department: Admin

Employment Type: Part Time

Location: Oakland, CA

Compensation: $31.00 / hour

The Operations Assistant will provide crucial administrative and logistical support to the Operations Officer and the Facilities and Admin Coordinator with a focus on 988 program staff, interns and volunteers. This role is essential for maintaining the smooth daily operations of our facilities, with responsibilities spanning front office duties, general administration, facilities support, and technology assistance. The ideal candidate is a proactive, detail-oriented professional with excellent interpersonal skills, a strong ability to multitask, and a passion for supporting a positive and productive work environment.

Role & Responsibilities

• Front Office & Visitor Management
  • Serve as the first point of contact, greeting and welcoming all visitors, clients, and employees in a professional and friendly manner.
  • Manage incoming phone calls, faxes, and web inquiries directing inquiries and providing accurate information.
  • Monitor and manage visitor access, ensuring compliance with all security protocols.

• Facilities Support
  • Assist the Facilities Coordinator with day-to-day facilities tasks, including submitting and tracking maintenance requests.
  • Help ensure the upkeep and cleanliness of the 988 call center, training conference rooms, and common spaces.
  • Manage and restock inventory of volunteer snacks and general office supplies.

• Technology & Systems Support
  • Provide basic IT support and troubleshooting for staff, volunteers, and interns, escalating more complex issues to the CSS tech support team as needed.
  • Assist with the setup of new staff workstations and maintain an up-to-date inventory of technology equipment.

• Operational, Fiscal, and Administrative Tier 1 Support
  • Provide general administrative support as requested by the Operations Officer and Facilities Coordinator.
  • Assist with the organization and maintenance of operational records, contracts, and policies.
  • Provide fiscal department support by maintaining filing and printing processes to ensure compliance with accounts payable and accounts receivable.
  • Pick up the mail from the PO Box on Mondays and Wednesdays
  • Provide printing and faxing support for 988 training and follow up program - ensuring proper documentation for reimbursements
  • Provide purchasing support for 988 training events, conference registration, and office supplies
  • Prepare supporting documents for 988 reimbursements, including monthly payroll reports, credit card and purchasing reports, and other necessary documentation

• Agency Compliance & Training Support:
  • Support the tracking and implementation of agency-wide trainings and requirements related to technology, workplace safety, and disaster preparedness.
  • Track and report on all compliance trainings for 988 staff and volunteers, ensuring completion of required modules and certifications.
  • Assist in the collection and organization of documentation for compliance-related investigations and reporting.
  • Maintain accurate records of compliance activities, with a focus on 988 staff and volunteers ensuring a seamless and efficient process.

• Event Support
  • Assist in the logistical planning and execution of internal and external agency events.
  • Coordinate event-related tasks, including setup, materials preparation, and managing guest lists.

Reporting Structure
This position reports directly to the Operations Officer.

Qualifications

• Proven experience in an administrative or operations support role.
• Exceptional organizational and multitasking abilities, with strong attention to detail.
• Excellent communication and interpersonal skills to effectively collaborate with staff, vendors, and visitors.
• Proficiency with basic technological troubleshooting (e.g. helping with rebooting systems, resetting passwords, fixing printer jams etc...)
• Proficiency with Google Workspace Suite
• Ability to work independently, take initiative, and problem-solve in a fast-paced environment.

Minimum Qualifications

• Must be able to commute onsite to fulfill the role's onsite requirements
  • 4 days a week - 5 hours per day
    • OR
  • 3 days a week - 7 hours, 7 hours, 6 hours
• Occasionally available on weekends and evenings for staff events.
  • Approximately 4 - 8 times per year
• Must live within a 100 mile radius of Oakland, CA 94609
• Must have a valid U.S. Driver's License & reliable access to an insured vehicle.
• Must complete Background Check (DoJ) and LiveScan
• Must be fully vaccinated against COVID-19 (Fully vaccinated is defined as having received both initial doses of either the Moderna or Pfizer vaccine OR the single dose of the Jansen vaccine and at least one booster.) Or have a valid religious or medical exemption.

Each application is read and reviewed by human beings! Please avoid using A.I. when writing your cover letter, or answering application questions. We ask for these application materials so that we can get to know each individual applicant better. We've heard enough from artificial intelligence language models and want to hear your voice. For this role, evident use of A.I. in job applications decreases your likelihood of being selected to move forward in the application process.

Agency Mission & Values

Agency MissionTo reach out and offer support to people of all ages and backgrounds during times of crisis, to work to prevent the suicide of those who are actively suicidal, and to offer hope and caring during times of hopelessness.
Agency ValuesWe care, from the inside out. With open hearts and minds, we build connections and remain committed to growth to be the best for the people we serve.

Justice, Equity, Diversity, and Inclusion StatementCSS works toward the reduction of the tragic experience of suicide in Alameda County and this cannot be accomplished without active efforts against racism, sexism, ableism, and other forms of oppression in our community. We acknowledge that dismantling systems of oppression requires active engagement and constant effort. In order to better serve the diverse communities of Alameda County, address the above inequities, and elevate voices and experiences of those directly impacted by suicidal thinking or behaviors.
CSS commits to:

• Encourage and support education, self-reflection, and both personal and professional development for all levels of CSS workforce and governance.
• Develop and provide services that incorporate the wisdom of the communities that CSS serves.
• Advocate for and promote policies that serve the mental health needs of diverse communities within Alameda County with the goal of creating a more robust crisis continuum that is not dependent on law enforcement and correctional facilities.
• Openly request, receive, and utilize feedback provided by community members and partner agencies to develop policies and processes.
• Continuously and critically review CSS policies, practices, and performance to demonstrate adherence to these diversity, equity, and inclusion commitments.

Crisis Support Services of Alameda County is an Equal Opportunity Employer (EOE) and committed to fostering a diverse and inclusive workplace. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability or veteran status. We value the range of life experiences our staff bring with them and are stronger for having staff and volunteers with lived experience of surviving suicidal crises.