program assistant

About the Role:

The Program Assistant plays a crucial role in supporting the planning, coordination, and execution of various organizational programs to ensure their successful delivery. This position involves collaborating closely with program managers and team members to facilitate communication, manage schedules, and maintain accurate documentation. The Program Assistant will be responsible for handling administrative tasks that contribute to the smooth operation of programs, including data entry, report preparation, and resource coordination. By providing timely and efficient support, the Program Assistant helps enhance program effectiveness and participant satisfaction. Ultimately, this role is essential in maintaining the overall organization and flow of program activities, enabling the team to meet strategic goals and deliver impactful outcomes.

Minimum Qualifications:

• High school diploma or equivalent required; Associate's degree or higher preferred.
• Proven experience in an administrative or program support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.

Preferred Qualifications:

• Bachelor's degree in Business Administration, Public Administration, or related field.
• Experience working in program coordination within a nonprofit, educational, or corporate environment.
• Familiarity with project management software and tools.
• Ability to handle multiple tasks simultaneously in a fast-paced environment.
• Knowledge of data management and reporting techniques.

Responsibilities:

• Assist in the development and implementation of program plans and schedules.
• Coordinate communication between program staff, participants, and external stakeholders.
• Maintain accurate records, databases, and documentation related to program activities.
• Prepare reports, presentations, and correspondence to support program objectives.
• Organize meetings, events, and logistics to facilitate program operations.
• Monitor program progress and assist in identifying areas for improvement.
• Provide general administrative support including managing calendars, processing invoices, and handling inquiries.

Skills:

The Program Assistant utilizes strong organizational skills daily to manage schedules, coordinate meetings, and maintain program documentation, ensuring all activities run smoothly. Effective communication skills are essential for liaising with team members, participants, and external partners to facilitate collaboration and resolve issues promptly. Proficiency in Microsoft Office and other software tools enables the assistant to prepare detailed reports, presentations, and correspondence that support program goals. Time management and multitasking abilities allow the Program Assistant to prioritize tasks efficiently, meeting deadlines and adapting to changing priorities. Additionally, analytical skills help in monitoring program progress and contributing to continuous improvement efforts.