Program Assistant

The individual in this role will be responsible for administratively supporting one or more established programs that serve faculty, staff, students, or executive education participants. They will provide customer service to those directly served by the program as well as key clients or institutional stakeholders such as employers and corporations, research sponsors, alumni groups, government agencies, community groups, professional and scholarly societies, peer institutions, and nonprofits.

Responsibilities may include answering phones, providing customer service, maintaining program-related data on spreadsheets, preparing program materials such as handouts, binders, nametags, and table tents. The role involves obtaining copyright permission for materials, editing and proofreading documents, and assisting with classroom and meeting room setup including AV and catering. The role supports special events which may occasionally entail working early or late hours with appropriate overtime compensation.

Administrative and Clerical Support

The position provides administrative and clerical support for program registration, admissions, and program assessment by tabulating program evaluations and preparing summary reports. Additional tasks include assisting with processing continuing education credits, producing meeting or conference notes upon request, running errands when necessary, and performing other job-related duties as required to support the program.

Key Skills and Requirements

• High attention to detail
• Excellent oral and written communication skills
• Quick learner with the ability to multitask and handle multiple priorities under strict deadlines in a fast-paced environment
• Intermediate or better proficiency in Microsoft Office (Word, Excel, PowerPoint) and databases
• Knowledge of A/V equipment helpful
• Customer service orientation essential
• Ability to lift up to 50 lbs.

Job Responsibilities

• Welcome in-person visitors, answer incoming calls, and respond to email messages as directed.
• Develop a general familiarity with programs and connect visitors and callers with available resources and/or programs.
• Record relevant information and data for tracking purposes in accordance with established procedures and as directed.
• Greet and check-in program participants.
• Support programs and events in accordance with event plans and as directed by the supervisor, including setting up and breaking down event spaces.
• Supervise day-of logistics connected to the delivery of programming, including acceptance of food orders, distribution of materials, and responding to program participants' operational questions.
• Serve as onsite contact for internal service providers to facilitate service calls, repairs, and completion of scheduled work.

Required Technical Skills/Knowledge

• Ability to work the following hours in-person:
  • Monday – Thursday: 2pm to 7pm
  • Friday: 1pm to 5pm
  • Occasional early weekday mornings (starting at 9am) and evenings (until 9pm), as business and program needs may dictate.
• Competency in Microsoft Office applications, particularly Outlook, Word, and Excel, and Google Drive/Google apps
• Strong organization skills
• Prior experience with database systems
• Previous customer service experience (hospitality, retail, service industry)
• Event management experience: including customer service, event flow, AV troubleshooting, and crowd management
• A high level of emotional intelligence
• Ability to pass a CORI/SORI check