Program Assistant

Description

SUMMARY

Reporting to a Director of Program Operations (DPO), the Program Assistant (PA) serves as a support for the Directors, including general administrative support, communication, and scheduling, enabling the Directors to work most effectively with internal and external stakeholders to fulfill commitments. The Program Assistant will provide overall administrative support to ensure efficient operation of the team. (Teams include Newcomer Services/Intensive Case Managers and Specialized Services)

The successful candidate will have excellent communication, people and collaboration skills, business acumen, exemplary work ethic, be driven, organized, self-motivated, and a problem solver. Ability to cross cultural boundaries to build and maintain strong working relationships.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answer and direct phone calls and respond to emails
• Maintain Outlook Calendars, organizing and scheduling meetings and appointments
• Maintain contact information for team, partners, etc.
• Produce and distribute correspondence Power Points, agendas, memos, letters, faxes, flyers, e-mails, etc., handling internal and external communication, as needed
• Order office supplies, program incentives, distribute interoffice mail and any other administrative support
• Coordinate interview process with Management and support onboarding activities
• Assist Directors in reconciliation and submission of bills, expense reports, etc.
• Procure space and equipment, organize and set up for team and other meetings
• Participate with the Central Office Administrative Team, (i.e., phone/front desk backup, attend meetings, ensure copiers are maintained, order supplies, make copies etc.)
• Assist in planning and overseeing special events or projects
• Handle confidential information appropriately following policies and procedures
• Take minutes for Programming Department and Committee meetings, as assigned
• Attend trainings and professional development opportunities as scheduled
• Coordinate travel arrangements, as needed
• Maintain physical and computerized office records
• Communicate with partner agencies and participate in partnership meetings in support of programming.
• Develop draft communications and/or research information needed
• Develop and sustain positive working relationships with all stakeholders, including staff to ensure positive information and communication channels relevant to the smooth running of the business
• Assist in the communication and implementing all the policies, procedures and ethics of the organization
• Serve as a member of an assigned team(s)/center(s)
• Submit web invoice requests in Web Invoicing for staff needs and check requests/reimbursements
• Assist team with needed support pertaining to CIS/Charlotte-Mecklenburg Schools (CMS) guidelines
• Provide appropriate support on department specific goals, metrics, initiatives, projects and programming needs
• Support Total Quality Standards (TQS) to ensure the organization maintains accrediting status

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION, EXPERIENCE & SKILLS

• High school diploma or GED is required
• Associate Degree in Communications, Business, Office Administration, or a related field preferred.
• Three years’ work experience in the administrative field or in a support position
• Strong office skills that include rapid keyboarding skills
• Excellent administrative, written and verbal communication skills
• Demonstrated computer proficiency in Microsoft Outlook, Word, Excel, PowerPoint and experience with Google Suite, Zoom or other virtual meeting platforms and other office systems technology.
• Must have excellent customer service and interpersonal skills
• High-level skill in organization and planning skills with the ability to multitask, prioritize and meet deadlines
• Must be self-motivated, well organized, detail oriented, and able to effectively work independently and within a team framework

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to sit; use hands to handle, feel and keyboard; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; stoop, kneel, or bend. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distan