A Program Assistant provides essential administrative and operational support to ensure the smooth execution of organizational programs, playing a critical role in maintaining program efficiency and effectiveness.
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What is a Program Assistant?
A Program Assistant is an administrative professional who supports the planning, coordination, and implementation of various organizational programs or projects. They work closely with program managers and teams to handle logistical details, documentation, and communication, ensuring that programs run smoothly and meet their objectives. This role is vital in both nonprofit and corporate settings, where organized support is necessary for program success.
What does a Program Assistant do?
Program Assistants perform a variety of tasks to support program operations. They manage schedules, coordinate meetings and events, prepare reports and documents, and handle communications with stakeholders. Additionally, they assist with budget tracking, data entry, and maintaining program records. Their responsibilities often include providing logistical support for program activities, monitoring timelines, and ensuring compliance with organizational policies. By handling these administrative duties, they enable program managers to focus on strategic decision-making and program development.
Job Overview
The Program Assistant provides comprehensive administrative and operational support to ensure the smooth execution of program activities. This role involves coordinating logistics, managing communications, maintaining documentation, and assisting with program implementation to achieve organizational objectives efficiently.
Program Assistant responsibilities include:
1. Coordinate program meetings, workshops, and events including scheduling, venue arrangements, and material preparation
2. Maintain accurate program documentation, records, and filing systems using Microsoft Office Suite
3. Serve as primary point of contact for program-related inquiries and communications
4. Process program-related purchases, reimbursements, and expense tracking
5. Assist in preparing program reports, presentations, and data collection
6. Manage program calendars, timelines, and deadline tracking systems
7. Support program evaluation activities and participant feedback collection
8. Coordinate travel arrangements and accommodations for program staff and participants
1. Associate's degree or equivalent work experience in administrative support
2. Minimum 2 years of experience in office administration or program support role
3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
4. Excellent written and verbal communication skills
5. Strong organizational and time management abilities
6. Experience with calendar management and meeting coordination
7. Ability to handle confidential information with discretion
8. Basic budget tracking and expense management experience
Preferred Qualifications
1. Bachelor's degree in Business Administration, Communications, or related field
2. Experience with project management software (Asana, Trello, or similar)
3. Previous experience in non-profit or educational program support
4. Knowledge of database management systems
5. Experience coordinating virtual meetings using Zoom, Teams, or Webex
6. Familiarity with basic grant administration processes
7. Experience with social media management for program promotion
8. Multicultural communication experience
Bonus Skills
1. Proficiency in additional languages (Spanish preferred)
2. Advanced Excel skills (pivot tables, VLOOKUP, data analysis)
3. Experience with CRM software (Salesforce, HubSpot, or similar)
4. Graphic design skills (Canva, Adobe Creative Suite)
5. Event planning certification or specialized training
6. Experience with survey tools (Qualtrics, SurveyMonkey)
7. Knowledge of federal compliance requirements for programs
8. Previous experience in donor relations or stakeholder management
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