What are the responsibilities and job description for the Program Assistant position at Boys and Girls Country?
Job Description
Job Description
JOB DESCRIPTION
Position : Program Assistant
Department : Program
Reports to : Chief Operations Officer
Organization
Boys and Girls Country’s mission is to change the lives of children from families in crisis by loving and nurturing children in a Christian home, raising them to become self-sustaining and contributing adults. Boys and Girls Country serves more than 100 children and young adults between its Roberts Road and College and Career campuses.
Position Summary
The Program Administrative Assistant is responsible for supporting all aspects of Residential, Counseling, and Special Activities as directed. The Program Administrative Assistant plays an important role by providing administrative support to the Program Department and participating in all major campus events and student functions.
Roles and Responsibilities
- Phones : Answers incoming telephone calls before the third ring and transfer calls to appropriate staff member or Cottage. Always uses a friendly tone and positive voice. (Shared with Front Office Assistant)
- Visitors : Welcomes visitors, determines nature of business, and announces visitors to appropriate staff member. Offer refreshments to visitors waiting to see staff members. (Shared with Front Office Assistant)
- Assists and directs guests visiting Program and the office as needed. (Shared with Front Office Assistant)
- Work closely with the Program team and the program staff to support all aspects of Residential, Counseling and Special Activities.
- Prepare acknowledgement letters, receipts, and other correspondence, including in-kind donation receipts as needed.
- Responsible for all correspondence related to special thank you and tracking of events requiring responses and acknowledgements.
- Prepare for weekly Program Management meetings (agenda prep, managing the meeting minutes and distribution).
- Assists HR with managing all background checks and fingerprinting
- Provide administrative support to the Residential department through data entry and tracking.
- Support all administrative details for departmental meetings (i.e. copying, filing, and distribution).
- Assist with administrative duties related to Special Events i.e. Senior events, Banquet, Heritage.
- Provide administrative support to the Clinical services through data entry and tracking.
- Ensure that cottages have an up-to-date schedule of coverage that meets the required staff-student ratio. Communicate schedule changes to the Chief Operations Officer.
- Assist as requested in scheduling interviews for the program department, to include Houseparents.
- Assist as requested in relocation and onboarding of new Houseparents.
- Assist as requested in pre-service training, orientation, and other training, as needed.
- Ensure that all assigned staff remains in compliance with Boys and Girls Country’s annual training plan, and receives at least the minimum required training hours annually via Extended Reach data.
- Produce Extended Reach reports as requested.
- Communicate to COO, Director of Home Life, Program Department personnel of all campus activities, events, meetings, etc. well in advance (at least two weeks). Provide reminders and logistics coordination, as needed, to ensure success of each event / activity.
- Update and maintain the Master calendar and Program calendar with all Program events.
- Work closely with the Development Department for coordination of groups, tickets, activities and thank you cards.
- Assist other team members in critical situations, when requested.
- Other duties as assigned by the Chief Operations Officer and Human Resources.
- Serve as member of the Boys and Girls Country Performance and Quality Improvement committee.
Position Qualifications
