Program Assistant

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Summary:

• Reporting directly to the program or department head, the Program Assistant performs the day-to-day administrative functions of the program or department; performs a wide variety of highly responsible and complex administrative support services for personnel, student, and faculty matters; monitors month-by-month calendar of activities and deadlines at the department and campus levels; monitors and communicates regularly with students and associates for adherence to program compliance requirements; works directly with leadership to prepare for and maintain compliance with accrediting bodies.
• Prepares meeting agendas, memos, and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing, and distributing minutes and reports; processes a considerable amount of confidential and sensitive information in support of administrative activities.

Responsibilities

• Assists the program head and management with all administrative assignments.
• Deals discreetly with large volumes of sensitive, confidential information concerning student, staff, faculty and campus affairs, information contained in minutes, letters and other documents.
• Initiates, collects and tracks data within a database system to ensure appropriate related records are maintained.
• Assist with transfer credit input and organization as needed.
• Composes correspondence, memos, minutes, and reports for department and team meetings.
• Establishes and maintains record-keeping and filing systems. Classifies, and files correspondence, records, and other regulatory documents.
• Schedules and organizes committee meetings; assists with the preparation, typing, filing, and distribution of minutes.
• Prepares and/or updates program catalogs or other types of materials; copies and assembles binders, manuals, and packets for meetings and programs as requested and related to academics as necessary.
• Coordinates department incoming and outgoing mail distribution; opens, distributes, and prepares responses to routine inquiries.
• Ensures care and maintenance of department office equipment and supplies. Maintains inventory levels for office supplies, copier machines, printers, fax machines, coffee machines, and program materials and literature.
• Distribute supplies as requested/needed.
• Meets with students, associates, faculty, and other stakeholders to facilitate program execution and respond to requests.
• Monitors and communicates regularly with students and/or associates for adherence to licenses, certifications, development activities, and any other applicable information/documentation and sends to proper department for filing.
• Assists with maintaining files, and ensuring accurate and up-to-date information for accreditation. Maintains accreditation files and prepares accreditation reports as directed.
• Assists audits for the department.
• Assists with preparations/arrangements for meals and/or refreshments for meetings and other special events.
• Assists program head with any tracking functions with regard to remediation, documentation, and any other data and information as needed.
• Serve as backup to other departments (student services, bursar, registrar, reception, etc.) as needed.
• Maintains regular and timely attendance, reports to work as scheduled, and assures time worked and/or time off is recorded properly.

Qualifications:

• Associate’s degree or equivalent work experience required.
• Two to three years of experience performing office and administrative/secretarial.
• duties, preferably including some administrative support work for one or more managers in an academic or business office environment.
• Proficient command of grammar, punctuation, spelling, and correct usage of the English language.
• Comprehensive knowledge of office systems, practices, and administration.
• Proficient skills and experience in Microsoft Office computer software systems that include word processing, spreadsheets, and presentation software.
• Proficient reception and telephone communication skills and techniques.
• Evidence of principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.
• Evidence of record keeping, account maintenance, and purchasing practices and procedures.
• Ability to interpret and apply administrative and departmental rules, policies, and procedures.
• Ability to create, merge, and manage databases.
• Ability to compo