Program Assistant, Growth and Development

Description

SUMMARY

The Program Assistant for the Growth and Development Center (GDC) supports the Growth and Development team in preparing for and delivering high-quality products and services while ensuring all client interactions with CESA 6 are supportive and positive. 

ESSENTIAL FUNCTIONS

Communication:

• Monitor the agency’s CRM (customer relationship management) tool for chat and email messages and answer or assign as appropriate.
• Log communications in the center’s CRM tool and ensure information is up-to-date and accurate.
• Operate the agency’s communication system to answer, screen, provide information, take messages, and forward calls.
• Provide customers with information about the center, such as products and services offered, contacts within the agency, or professional development offerings and locations.
• Collect, sort, and distribute mail; prepare mail, messages, faxes, or courier deliveries for the center.

Event and Facility Coordination:

• Maintain the center’s event registration software and associated app and serve as the point of contact for center staff on its utilization.
• Maintain the center’s webinar platform and serve as the point of contact for center staff on its setup and utilization.
• Ensure conference rooms meet the required visual standards, are stocked with defined items, and decluttered of unnecessary items.
• Maintain agency internal digital signage to ensure wayfinding.
• Organize and support center events.

Client Support and Satisfaction:

• Serve as support for Frontline Education, EEM, PLM, and LCR solutions for customers. 
• Maintain the center client satisfaction and loyalty database in CRM and serve as the point of contact for center staff on associated processes.
• Assist with maintaining the center’s e-commerce platforms and serve as the agency’s client support contact before, during, and after a transaction.

Program Assistant:

• Contribute to progress monitoring of the department Plan on a Page in alignment with an individual Plan on a Page. 
• Carry out details for workshops, meetings, and conferences, including necessary meeting room set-ups and takedowns for center events and virtual webinars.
• Prepare proposals and contracts using the agency’s contract generation tool.
• Provide administrative assistance to the GDC director, including process, proof, and prepare memos, correspondence, travel vouchers, or other documents, and transmit information or documents to customers or staff using a computer, mail, or facsimile.
• Other duties as assigned.

Requirements

POSITION QUALIFICATIONS

Experience, Education, and/or Licensure 

• High school diploma required.  
• Certification or Associate degree as an administrative assistant or marketing assistant is preferred.
• 2+ years of office experience desired.

Required Skills and Abilities

• Model the core values of the agency.
• Advanced computer skills, including email, word processing, and virtual meeting scheduling.
• Working knowledge of Microsoft Office and Google platform applications, along with the ability to learn agency-specific applications to support business operations.
• Ability to generate professional emails and social media posts related to products and services.
• Ability to create organizational tools and processes to support the GDC team.
• Ability to work independently as well as collaborate with diverse work teams.
• Engage with clients in a positive manner that positively represents self, team, and Agency.
• Work as a team and collaborate effectively with other Program Assistants and Coordinators to meet the needs of the Agency.
• Be Process-oriented.
• Be nimble and conscientious to meet defined timelines.
• Communicate effectively and timely, verbally and in writing, to a diverse audience.
• Plan, organize, and prioritize work.
• Remain flexible to adapt to changes in the work environment.
• Excellent time management skills, including the ability to manage schedules and meet deadlines.
• Problem-prevention, conflict resolution, and problem-solving skills.
• Work accurately with close attention to detail.
• Exhibit a high degree of confidentiality of sensitive information and process and handle confidential information with discretion.
• Work effectively, professionally, and tactfully with internal agency staff and external clients. 
• Ability to set and meet high customer service standards (internal and external).
• Excellent interpersonal skills to facilitate interaction with the workforce.
• Exhibit a professional