Program Administrative Assistant Job Description
Program administrative assistant
provides advanced technical admin support to the MD in creating reports and presentations, using Word, Excel, PowerPoint and other software tools as required.
Program Administrative Assistant Duties & Responsibilities
To write an effective program administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included program administrative assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Fully manage Outlook calendar for Senior Vice President
Heavy meeting scheduling including both internal and external attendees
Arrange flights, car services
Prepare GELCO expense reports monthly for one SVP and one VP
Handle all office services requests including but not limited to troubleshooting computer, blackberry equipment and telecom issues
Maintain extensive files
Phones, copying, filing and mail
Prepare PowerPoint presentations from outlines, consolidation of content, documents, Able to take dictation and take direction to prepare PowerPoints, update and edit existing PowerPoints
Scheduling meetings for senior management and program staff
Collaborates with administrative professionals in related organizations as appropriate
Program Administrative Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Program Administrative Assistant
List any licenses or certifications required by the position: FERPA, ID, OSU, ECRT, CPR, CME, SON
Education for Program Administrative Assistant
Typically a job would require a certain level of education.
Employers hiring for the program administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Education, Management, Graduate, Faculty, Communication, Associates, Business/Administration, Business, Technical, Accounting
Skills for Program Administrative Assistant
Desired skills for program administrative assistant include:
Excel
Excel and PowerPoint
Office software
Budgeting and financial accounting procedures
Purchasing methods and procedures
Word
Business unit policies
Energy efficiency
English grammar and spelling
Excel and Access in creating extensive and complex budget and financial reports
Desired experience for program administrative assistant includes:
Ability to manage financial resources related to educational activities
Strong computer literacy, including WebEx, videoconferencing, teleconferencing and general willingness to learn to manage internal systems required to do the work
Advanced experience in meeting/appointments scheduling involving many individuals, including external parties
Ability to type and proof-read correspondence, reports and records ensuring grammatical accuracy, conformance with established procedures and factual correctness
Demonstrate pro-active skills to utilize the internet, video conferencing and other resources within and beyond Duke, as necessary, in order to complete tasks and support business needs
Four years of office management, high level secretarial or administrative office experience including the coordination of meetings
Program Administrative Assistant Examples
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Program Administrative Assistant Job Description
Job Description Example
Our innovative and growing company is looking for a program administrative assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for program administrative assistant
- Assist with managing and monitoring proposals in user program database as they move through review and project lifecycle
- Submit travel, procurement orders and reimbursement for Division staff
- Assist in coordinating user program events, including the Annual Users’ Meeting and bi-annual Proposal Review Board meetings
- Support UPO Director and staff in completing data requests and preparing reports for LBL, DOE or others, as needed
- Provide administrative support for the Foundry Users Association and its Users Executive Committee (UEC)
- The administrative coordination of internal and external meetings, workshops, events and travel
- Implementing and maintaining appropriate tools to support the Program communication and information sharing (department's network drive, touchpoint, Google drive)
- Handling vendor invoices and purchase orders in ARIBA ordering office material, IT supplies and ensuring an appropriate office environment
- Be the point of contact for general requests involving the Program handling expenses and accruals
- Managing the JAZ-account of team members
Qualifications for program administrative assistant
- Excellent customer service skills and professionalism in dealing with faculty / staff, business customers, government agencies and legal counsel
- Demonstrated good judgment, diplomacy, persuasive ability and public relations skills
- Ability to maintain a high degree of confidentiality, discretion and diplomacy due to sensitive work including personnel issues, grievances, promotions, position searches, offer letters and budgets
- Interim DoD Secret clearance to start
- Organizational skills, attention to detail and ability to prioritize work in order to meet deadlines
- Post production and/or production work experience required
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Program Administrative Assistant Job Description
Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of program administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for program administrative assistant
- Managing and maintaining technical equipment, processing digital non-technological requests on behalf of Program
- Assisting with student records by using the CU Student Information System for a variety of student service processes, including student records student and server file maintenance, including creating on-line folders for each student and maintaining until post-graduation, following University policy for file retention and authorized disposal
- Being familiar with the academic curriculums and Academic Center for Excellence procedures to assist faculty and students along with managing the digital syllabi for courses offered each semester
- Providing business support services such as travel arrangements for guest speakers, guest lecturers, candidates for employment
- Support the execution of the administrative accountting activities, invoices and accruals, prompt payments and correct costs allocation
- Controlling the budget
- Flexible Benefits Accounting & Budgeting
- Registration invoice, Reception of credit and registration into SAP
- Retrieval and consolidation of data from multiple external and internal sources
- Preparation of report as per requirements
Qualifications for program administrative assistant
- Provides senior administrative assistance to Head of R&D Program Management and members of the R&D PM team as required
- Prepares, coordinates and drives Senior leadership meeting logistics (invites, rooms, catering, calendar, etc) interaction with Sr leaders in different geographies and meeting coordination
- Ensures that all appointments are timely and accurately scheduled, maintains Head R&D PM Outlook calendar accurately, manages decision making on scheduling of appointments, manages and coordinates meetings utilizing meeting planning skills (including confirming attendees in advance.)
- Provides travel, schedule and meeting coordination for Head R&D PM
- Anticipates and resolves administrative needs including last minute meeting requests, unforeseen calendar changes and international travel reservations, all taken care of with ease, autonomy, and proper follow through with the head of R&D PM and stakeholders
- Coordinates administrative activities with other assistants in R&D Program Management
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Program Administrative Assistant Job Description
Job Description Example
Our growing company is hiring for a program administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for program administrative assistant
- Perform Root Cause Analysis/documentation on shipments that missed Service Level Agreements
- Standard and ad-hoc report generation as requirement by Track & Trace activities on account
- Interface with PMFS Design Deployment to ensure customer profile data properly managed
- Daily entry of activities in PM-AIM as per the PM Field Support PM-AIM Methods document
- Provides back-up front desk coverage support on a rotation schedule, including greeting and checking-in/out guests, coordinating conference room scheduling for NUCATS via EMS system, and ensuring smooth operation of reception and common areas in absence of the full time receptionist
- Provide administrative support within the department as required
- Sort, open and deliver department mail
- Printing & packaging work orders
- 50% Implementation of new program to enhance the client relations process the policies and procedures at the VTH beginning with the initial client appointment and following through to client outcome
- 10% Client Advocating
Qualifications for program administrative assistant
- Ensures appropriate levels of office supplies
- Collaborative and team-oriented approach to work - demonstrated ability to define, establish and maintain positive working relationships
- At least 2 years – preferably more - of administrative/office experience – preference for medical or research setting and knowledge of medical terminology
- Competency in use of internet, Medline searches, and files maintenance
- Familiarity with databases -- training provided if needed for specialized applications
- Basic mathematical and grammar skills
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Program Administrative Assistant Job Description
Job Description Example
Our company is growing rapidly and is hiring for a program administrative assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for program administrative assistant
- Approximately 60% time will be spent helping with new study submissions, and 40% helping with CRU billing/financial tasks
- Perform a variety of complex clerical tasks requiring substantial knowledge of the Family Medicine Residency Program and Graduate Medical Education
- Assist program leadership and other staff with projects as needed by researching and compiling information
- Maintain complex documents and detailed filing systems
- Maintain information in databases by entering data, verifying, updating, monitoring, and generating management and ad hoc reports
- Perform planning and coordinating activities such as scheduling meetings and events to include documenting meeting minutes, preparing materials and presentations of information for meetings and events
- Meeting and event scheduling and coordination
- Review of submitted applications for their completeness
- Acting as a point person for student, campus, and community inquiries
- Acting as a resource for problem solving promoting events and programs
Qualifications for program administrative assistant
- Elegible para trabajar en Perú
- Knowledge of television post-production
- Ability to plan, organize, and prioritize multiple tasks, as well attention to detail and timeliness
- Ability to deal effectively and professionally with a variety of persons
- Previous experience with creating and generating reports using Microsoft products or equivalent software is preferred
- Previous administrative support preferred
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Program Administrative Assistant Job Description
Job Description Example
Our company is growing rapidly and is looking to fill the role of program administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for program administrative assistant
- Maintaining databases and supporting data collection efforts as part of university-wide surveys
- Processing of financial forms for travel and expenses reimbursements, invoice payments, and stipend requests
- Responsible for providing secretarial and administrative support essential to the smooth and efficient operation of the department
- Assists department leader(s) with special projects, organizes meetings and conferences and other special events
- Responsible for composing, typing, editing, and proofreading correspondence, reports, letters, memoranda, and/or other documents
- Prepares presentations and financial/non-financial reports for the department leader(s)
- Facilitates the planning, organization and activities of the department leader(s) to ensure efficient and effective work flow coordination
- Provides clerical support in problem solving and planning as needed to ensure delivery of department's goals and objectives
- Handles the maintenance of employee records
- Edits KRONOS transactions in a timely manner and within established guidelines as demonstrated by minimal edits by payroll department
Qualifications for program administrative assistant
- Knowledge of information systems with some technology background
- Three years of office experience which includes two years at full performance level and experience generating documents
- Ability to work in a fast-paced environment and manage multiple responsibilities
- Familiarity with the television industry, film festivals & markets a plus
- Familiarity with legal contracts a plus
- High School diploma or GED is required, higher level education preferred