Administrative Program Assistant
Schedule: Monday through Friday, 8:30 a.m. to 4:30 p.m.
Pay: $23.00–$25.00 per hour
Position Overview:
The Administrative Program Assistant provides essential administrative and program support to ensure smooth day-to-day operations and a positive, reliable experience. This role supports staff, clients, donors, and community partners through accurate recordkeeping, scheduling, meeting and event coordination, database management, and participant support. The ideal candidate is organized, detail-oriented, personable, dependable, and able to manage multiple priorities while maintaining confidentiality and professionalism.
Key Responsibilities:
Prepare correspondence, reports, memos, grant materials, and other program documents. Maintain accurate office files, contracts, records, and archival documents. Support daily office operations, including supplies, equipment, mail, and general organization. Maintain agency databases and accurately complete client entries and exits in HMIS.Maintain Outlook distribution lists and internal communication tools. Handle confidential information with discretion. Coordinate weekly staff meetings, including agendas, notes, action items, and follow-up communications. Maintain the program calendar and schedule participant and staff appointments. Assist with community outreach, public relations activities, and program events. Conduct preliminary client interviews to support Case Managers. Schedule and confirm participant meetings and appointments. Assist Case Managers with client follow-up and accurate data entry. Provide welcoming, professional, and compassionate support to veterans and program participants. Log donations and maintain accurate donor records. Assist with community communications and stakeholder outreach as needed. Identify opportunities to improve administrative processes and efficiency. Complete projects and assignments accurately and within established timelines. Perform other duties as assigned by the Director.
Qualifications:
Associate degree or equivalent education preferred. Three to five years of administrative, office, program support, or related experience. Excellent verbal and written communication skills. Strong proficiency with Microsoft Office, including Outlook, Word, and Excel. Exceptional organizational and time-management skills with strong attention to detail. Ability to manage multiple priorities in a fast-paced environment. Strong interpersonal skills and the ability to work effectively with diverse populations. Ability to maintain confidentiality and exercise sound judgment. Project coordination experience and strong follow-through. Basic mathematical skills. Ability to successfully complete a criminal background check as it relates to the position.
