Program Assistant

Job Description: Program Assistant duties and responsibilities include providing administrative support to the CEO to ensure efficient operations of the office. The Program Assistant will provide support to management through a variety of tasks related to the organization and communications of day-to-day office functions. The Program Assistant will be responsible for confidential and time-sensitive materials to guarantee the organization meets all deadlines and obligations. This position will require an incredibly high level of organization. The Program Assistant will oversee the various reentry programs within the organization, provide support and assistance in the planning of events and other activities.

THIS POSITION WILL BE 50% ADMINISTRATIVE SUPPORT TO CEO AND 50% PROGRAM MANAGEMENT

MAJOR RESPONSIBILITES AND TASKS:

·        Direct Responsibilities

·        Answer, direct and respond to all agency phone calls.

·        Organize and schedule meetings and appointments assigned

·        General office support

·        Maintain a system to ensure all deadlines are met for agency items

·        Handle sensitive information in a confidential manner.

·        Take accurate minutes of meetings.

·        Coordinate office procedures.

·        Reply to email, telephone, or face-to-face inquiries.

·        Receive, sort, and distribute the mail.

·        Maintain organized databases and information for programs

·        Communicate effectively and efficiently with program participants and community partners

·        Program oversight, organization and management of program materials and involved parties, and events

·        Provide leadership and supervision to all case management staff, contractors and volunteers

·        Foster a positive and collaborative culture, promote communication and cooperation among staff and be an agent of change

·        Ensure policies and procedures are implemented fairly and consistently throughout the organization.

·        Works closely with other agency Directors to implement programming.

·        Develop, implement, and maintain internal reporting for each area of programming.

·        Ensure the on-going success and implementation of all existing and new programs within the agency

·        Supervisory of program staff, which includes all job duties and safety-sensitive job tasks as listed on direct and indirect reports job descriptions

·        Manage and direct the organization and each program toward primary goals and objectives.

·        Attend board meetings, all The PROGRAM events, community programs/events, and ensure program managers attend appropriate events

Other Duties

a.      Develop a positive relationship with community partners.

b.      Keep the CEO informed of issues and concerns related to offices and programs.

c.      Cooperate with and provide information to the CEO as needed.

d.      Use personal vehicle to perform agency business with permission of the CEO.

e.      Attend community meetings as directed by the CEO.

f.       ALL OTHER DUTIES AS ASSIGNED.

REQUIREMENTS AND SPECIFICATIONS:

1. Employee must have a valid driver’s license and insurance. Travel within York County is required, and occasional out of area travel may be required.

1.  Education Requirements

·        1-3 years relevant experience.

·        Proficient in Microsoft Office Suite (Excel, Word, Outlook, SharePoint).