Administrative Program Assistant
Schedule: Monday–Friday, 8:30 a.m.–4:30 p.m.
Pay: $23.00–$25.00 per hour
Reports To: Director
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.