Program Assistant Job Description: Top Duties and Qualifications

A Program Assistant, or Program Support Assistant, is responsible for providing administrative support to team members throughout the planning and implementation of educational, charitable or professional programs. Their duties include communicating between program participants and managerial staff, creating and updating program schedules and assisting in the planning and managing program events.

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Program Assistant Duties and Responsibilities

The duties and responsibilities of a Program Assistant may vary depending on your company, but by listing what you will require you can be sure to attract the candidates that will best suit your needs. Some common duties and responsibilities for a Program Assistant include:

  • Preparing documentation for grants 
  • Managing online resources 
  • Managing the Program Manager’s calendar
  • Processing payments for vendors and suppliers 
  • Attending staff meetings and taking minutes
  • Responding to emails and answering calls
  • Maintaining office calendars and sending out reminders of impending appointments
  • Typing letters and reports as may be required from time to time
  • Compiling and sending bulk mailings 
  • Proofreading and making copies of documents
  • Assisting in the planning and overseeing significant events 
  • Assisting in managing the budget for special and routine events
  • Making reservations for various off-site business meetings
  • Acting as a liaison between different departments
  • Relaying internal emails to staff
  • Reserving equipment and conference rooms for presentations and in-office meetings 

Program Assistant Job Description Examples:

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Program Assistant

Csea, one of New York’s leading public employee unions, is seeking resumes for an Employee Program Assistant/Advisor for the NYS/Csea Partnership for Education and Training. The office is located on Washington Avenue Extension in Albany, New York. The salary range is $48,857-$61,114 with excellent benefits.

The Advisor is responsible for relaying information and clarifying policies, procedures, and eligibility criteria regarding the Partnership tuition benefits program . The Advisor also provides educational advisement to a diverse group of Csea-representedemployees. An advisor assists employees in making educational decisions by collecting personal data, disseminating informationon educational resources, and making appropriate referrals. The Partnership advisor also facilitates workshops, deliverswebinars, classroom training, and provides presentations.

Essential Functions

Advisement:

1. Provides advisement services via telephone and e-mail on tuition benefits and other Partnership programs, financial aid, non-traditional study, basic skills referral, and how to determine course of study, course(s) selection, and school(s) to pursue.

2. Conducts intake and follow-up phone sessions with employees. Disseminates and collects career assessment information toassist employees with developing career and education options .

3. Refers callers to additional state, education, and other programs and services.

4. Facilitates workshops, delivers webinars, classroom training, and provides presentations.

5. Assists with revising and editing of advisement written resources, webinars and workshops as needed, including website andon-line material.

6. Periodically develops success stories for inclusion on the Partnership's website.

Case Management:

1. Serves as case manager for special programs (for example, targeted tuition, Adult Education Basics, and Applied SkilledTrades Programs). Ensures documentation on file is accurate. Provides follow-up to assess the success of participants .

2. Maintains accurate records of contacts and case management notes.

3 . Conducts informal surveys for Partnership programs when needed.

Other responsibilities include special projects and participating in regional outreach meetings to obtain feedback from stakeholders and to provide information on programs and services.

Minimum Qualifications:

An Associate Degree from an accredited college or university and one year of experience working with adult learners providing educational and/or career advisement or coaching, maintaining a caseload, and facilitating in-person or on-line presentations .OR

  • Three years of experience working with adult learners providing educational and/or career advisement or coaching,managing a caseload, and facilitating in-person or on-line presentations. OR
  • Three years of experience working within a labor-management training and education environment. A satisfactory equivalent combination of appropriate experience andeducation as determined by the NYS & Csea Partnership for Education and Training.

    Bachelor's degree from an accredited college or university preferred. AND

  • Strong administrative, interpersonal, oral and written communications skills. Proven customer service skills. Ability to work independently, as well as collaboratively in a teamenvironment. Functional knowledge of Microsoft Office tools and basic database software. Ability to work with and embrace a diverse population.

    Job Type: Full-time

    Salary: $48,857.00 to $61,114.00 /year

    Experience:

  • adult learners providing advisement/coaching: 1 year (Preferred)

    Education:

  • Associate Health Monday to Friday
  • ×

    Program Assistant

    Position Summary:

    The Program Assistant position is a full time, non-exempt position with Esperanza, Inc. under the direct supervision of the Executive Director of Housing.

    The Program Assistant will provide administrative and data support to the Executive Director of Housing using a variety of project management, communication, and organizational skills. The Program Assistant must be comfortable with computers, general office tasks, detailed oriented, and excel at both verbal and written communication.

    Essential functions:

  • Creates correspondence, reports, documents, spreadsheets, and presentations.

  • Provides database and record keeping support.

  • Compiles and gather data for processing and entering into databases.

  • Collects and maintains affiliate and branch documentation, including managing the data entry and system reporting.

  • Ensures the timeliness of all data submission and reporting.

  • Provides training to Branch and Sub-grantees on reporting systems (CMS and HCS).

  • Manages department calendar and ensures adherence of meeting times and schedules.

    Requirements:

  • High School

  • Two years work experience in the administrative field.

  • Two years work experience with data entry tasks, processes, and understands best practices.

    Knowledge, Skills and Abilities:

  • Strong written and oral communication skills both in English and Spanish.

  • Extensive knowledge of Microsoft Office Word, Excel, and Outlook

  • Knowledge of best office practices, procedures, and use of general office equipment.

    Job Type: Full-time

    Salary: $37,000.00 /year

    Experience:

  • Data Entry: 2 years (Preferred)

  • Administrative Support: 2 years (Required)

  • Microsoft Excel: 3 years (Preferred)

    Language:

  • English and Spanish (Preferred)

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Paid time off

  • Tuition reimbursement

    This Job Is Ideal for Someone Who Is:

  • Dependable -- more reliable than spontaneous

  • People-oriented -- enjoys interacting with people and working on group projects

  • Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction

  • Detail-oriented -- would rather focus on the details of work than the bigger picture

    Schedule:

  • Monday to Friday

  • Day shift

  • 8 hour shift

    Company's website:

  • [website]

    Benefit Conditions:

  • Only full-time employees Temporarily due to Covid-19
  • ×

    Program Assistant

    Talbert House has a career opening for a Program Assistant for Council on Child Abuse.

    Work Location:

  • 4531 Reading Road

    Normal Work Hours:

  • 1st Shift

    Flsa Status:

  • Non- Exempt

    JOB Type:

  • Full Time

    JOB Code: 1747

    Position Summary

    Council on Child Abuse is seeking an Administrative Specialist. This Program Assistant performs a range of technical, administrative and clerical duties in support of the agency’s the department and/or manager(s) goals and objectives.

    Essential JOB Functions:

    Program Assistant will be a part of a team with the mission to stop child abuse and bullying where children live, learn, and play.

  • Administrative Support

    Provides support and handles administrative tasks for department

    including correspondence at an intermediate skill level (Microsoft, Outlook, Office Suite, etc.)

  • Scheduling

    Performs routine to advanced office duties including managing and coordinating calendars

    for department, scheduling of clients and meetings with accuracy and in a timely manner

  • Data Entry/Management

    Responsible for data entry and databases for department ensuring accuracy and integrity

    of data entered; entering of client information into the appropriate system &

    maintains databases

  • Customer Service

    Ensures client, customer, and department needs are met through providing positive and excellent customer service, the majority of

    which will be correspondence with area school personnel; responsible for answering phones, greeting visitors, and managing front desk on a routine basis; able to engage outside vendors

  • Assistance in Classrooms

    Assists Program’s Prevention Educators in presentations, classroom management, data collection, and client services.

  • Reporting

    Monitors, prepares & completes basic to intermediate reports and presentations in a

    timely manner to meet reporting requirements

  • Project Management

    Coordinates and manages intermediate level projects for department and

    supports management in business activities; may perform special projects of a moderate

    to advanced skill level

    JOB Requirements:

  • Associate’s Degree in related area or equivalent experience

  • 2 years’ experience in administrative support role

    To perform this job successfully, as individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required, but do not encompass all potential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

    Talbert House employs, promotes and contracts without regards to race, gender, color, national origin, ethnicity, disability, veteran status, sexual orientation, age, sex, religion, or genetic information. Talbert House is an EO/AA Employer/M/F/Protected Vet/Disabled & an equal provider of services.

    Agency Description

    Talbert House is empowering children, adults and families to live healthy, safe, and productive lives. The agency operates within five service lines: Addictions, Community Care, Community Corrections, Housing, and Mental Health.

    Job Type: Full-time

    Salary: $13.00 to $20.00 /hour

    Experience:

  • Administrative: 2 years (Required)

    Education:

  • Associate (Required)

    Additional Compensation:

  • Bonuses

    Work Location:

  • One location

    Benefits:

  • Health Dental Vision Retirement plan

  • Paid time off

  • Flexible Monday to Friday
  • What Does a Program Assistant Do?

    Program Assistants typically work for non-profit organizations, corporations, healthcare organizations and educational institutions to ensure programs run smoothly for both staff and participants. They work closely with other employees to develop program schedules, oversee budgeting expenses, connect with event venues and write instructional documents. Their job is to answer phone calls, make copies and update participant files as needed. They may also be responsible for having one-on-one meetings with participants to answer questions and learn more about how they can improve future programs.

    Program Assistant Skills and Qualifications

    A Program Assistant will need to have certain skills and qualifications to succeed. Some possible skills and qualifications you could list include:

    • Excellent time management skills
    • Strong inclination for customer service 
    • Excellent interpersonal skills 
    • Ability to multitask
    • Ability to pay attention to detail
    • Excellent time management skills
    • Creative thinking 
    • Proper compositional practices
    • Excellent phone etiquette
    • Familiarity with office equipment, intercom systems and fax machines 
    • Strong organizational skills 
    • Polite, clear and compelling communication skills 

    Program Assistant Salary Expectations

    A Program Assistant earns an average of $13.88 per hour. This salary estimate is based on 3,972 salaries that Program Assistant employees and other users of Indeed submitted anonymously over the past three years. However, salaries vary by region. It may also vary depending on the new hire’s experience, responsibilities and education qualifications. You may also find it appropriate to have a different payment term such as monthly salary instead of hourly payment. 

    Program Assistant Education and Training Requirements

    A Program Assistant should complete certain education steps before being considered for the position. Among other relevant qualifications, they must have a minimum of GED or high school diploma. Preferably, the candidate should also have an associate’s degree in a business-related field. The new hire typically needs to undertake a company-sponsored orientation before starting to work. 

    Program Assistant Experience Requirements

    Experience matters when considering any candidate for hiring. A candidate for Program Assistant position needs, at a minimum, one year of clerical experience, experience in word processing and office programs and high efficiency when multitasking.

    Job Description Samples for Similar Positions 

    If this job description sample isn’t exactly what you’re looking for, consider these similar job descriptions:

    Frequently asked questions about Program Assistants

     

    What is the difference between a Program Assistant and a Program Coordinator?

    The difference between a Program Assistant and a Program Coordinator is their seniority and areas of job focus. For example, Program Assistants typically work as entry-level staff members. Because of this, they perform a variety of administrative and clerical tasks, like creating schedules and filing important billing or contact information for participants. 

    In contrast, Program Coordinators usually have a few years of experience working as a Program Assistant, which qualifies them to take on a more leadership role. Program Coordinators have much more responsibility for ensuring that a program has adequate funding and receives maximum community engagement.

     

    What are the daily duties of a Program Assistant?

    On a typical day, a Program Assistant starts by checking their email and voicemail to respond to time-sensitive messages from program participants. They greet participants and staff members as they arrive and set up for the day’s activities. Throughout the day, Program Assistants divide their time between meetings with program staff, program events and administrative tasks. They scan and upload participant forms to add to digital filing systems and interact with participants to answer questions. 

    Program Assistants also use down-time at their desks to contact former participants and gauge whether they enjoyed their programs.

     

    What qualities make a good Program Assistant?

    A good Program Assistant has a personable nature and enjoys meeting new people. This is an important quality as it enables them to make meaningful connections with program participants and encourage participation in future programs they offer. They have excellent verbal and written communication abilities, which enable them to draft program documents and speak with participants in person or over the phone. Further, a good Program Assistant knows how to use one or more software programs to create schedules and organize participant information.

     

    Who does a Program Assistant report to?

    A Program Assistant usually reports directly to the Program Coordinator. These individuals provide Program Assistants with daily tasks or goals to achieve. They also act as a point of communication for Program Assistants when they need additional assistance to answer participant questions or address their concerns. Program Assistants may also report indirectly to the Program Manager, or Program Leader in the absence of a Program Coordinator role.

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