Program Assistant Job Description

Program Assistant Job Description

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Program assistant provides general sales/account management administrative support to include preparing proposals, reports, entering quotes, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.

Program Assistant Duties & Responsibilities

To write an effective program assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included program assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Process incoming/outgoing mail/email related to all program activities
Handle all telephone, email, and written inquiries for information, application status, and matters related to the scholarship process and program implementation and assures that website and promotional materials are up-to-date
Assist with telephone/email inquiries, filing
Technology and systems knowledge (Microsoft office, Word, Excel, PowerPoint, Outlook, iDocs and Intranet)
Manage email requests and new supplier set up
Coordinates program services and/or activities
Conducts preliminary analysis of data
Coordinates program services with other offices and staff on campus
Liaise with NDI teaching artists and administrative colleagues, external stakeholders, especially partner schools and families
Assume lead role with data entry and update of student records in database, on Raiser's Edge

Program Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Program Assistant

List any licenses or certifications required by the position: CPR, UW, AED, PRINCE2, PMP, ULP, VAT, AD, NVAP, APHIS-

Education for Program Assistant

Typically a job would require a certain level of education.

Employers hiring for the program assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Communication, Computer, Logic, Health, Teaching, Nutrition, Family and Consumer Sciences, Public Health, Management

Skills for Program Assistant

Desired skills for program assistant include:

Word processing
Spreadsheet
Email
Database software programs
Billiards
Board games
Bumper pool
Foosball
Ping pong
Excel

Desired experience for program assistant includes:

Assist in projects such as special events, board meetings, newsletters, and alumni appeals, & others
Maintain and update all records on inquiries, applicants, awardees, and aspects of scholarship process to conform to records retention policy
Handle the production of labels and files for bulk mail and personalized mailings
Assist Program Coordinator with all informational materials required for effective program implementation including orientation, guidelines, evaluation packets for students, review committees, program staff
Prepare Scholarship materials
Contributing to an ongoing social media program that promotes events content from exhibitions and grantee projects

Program Assistant Examples

1

Program Assistant Job Description

Job Description Example
Our company is looking for a program assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for program assistant
  • Knowledge of architecture, art, design, art history, and/or theory
  • Send confirmations and maintain replies for TI events
  • Assist with programming setup
  • Assist with processing check requests in Yardi Enterprise for ongoing programs
  • Assist with securing rooms and seating for small group sessions
  • Assist with organizing signage, seating, rental equipment at outside venues
  • Merge of all volunteer rosters to create master attendance list
  • Coordinate and follow-through with Creative Services job requests ensuring materials are printed and received in a timely manner
  • Provide exceptional customer service to colleagues and learners
  • Respond to inquiries from front line employees, supervisors and managers about professional development offerings
Qualifications for program assistant
  • Register learner for their courses
  • Review and inspect enrollment forms to guarantee all relevant learner information is captured prior to courses beginning
  • Ensuring accurate learner enrollment data is added to the Learning Management System (LMS)
  • Send out confirmations and reminder emails to learners about their courses
  • Follow up with learners regarding being rescheduled for courses
  • Help learners reset their passwords so they can access their e-learning modules
2

Program Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of program assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for program assistant
  • Answer questions from learners regarding how to log on to their e-learning modules
  • Assist with learning management system (answers questions how to login, how to navigate the system)
  • Serves as a resource for administrative aspects of the office
  • Oversees and/or coordinates the collection, compilation, and analysis of project-related data
  • Schedules various meetings and initiates follow-up actions
  • Screens and prioritizes incoming calls and e-mail requests
  • Assists with the preparation and management of endowed chair funds, including travel reimbursements
  • Assist with the administration of financial processes
  • Serve as a subject matter resource to other departments
  • Maintain and secure autopsy/consult/surgical slides
Qualifications for program assistant
  • Send and retrieve Pathology and outside institution slides and blocks through the Pathology Materials Tracking program
  • Receive and logs materials received
  • Answers the telephone in a professional manner
  • Composes and produces a variety of business correspondence and reports
  • Edits documents produced by others
  • Responds to inquiries and requests from HH&S clients
3

Program Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking for a program assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for program assistant
  • Helps coordinate the preparation, development and production of major documents such as proposals and reports
  • Helps oversee office operations
  • Create, revise, and maintain program forms for internal use
  • Order office supplies, equipment or forms/brochures
  • Train program volunteers
  • Program Assistant (PA) positions are held by experienced staff whose acquired knowledge and skills enable them to independently undertake diverse and complex work assignments
  • Track purchase orders and consultant work orders
  • Process travel, hotel, and local transportation arrangements for SMC staff and meeting attendees, including processing of travel advance requests and monitoring the status of these requests
  • Manage use of center supplies including, laptops, cameras, and other equipment, including maintaining check-in/check-out tracking log, ensuring security and good condition of equipment, and reporting any problems with equipment
  • Facilitate patient check-in for surgery and pre-anesthesia visits
Qualifications for program assistant
  • Must be available with advance notice, to staff evening events on a semi-weekly basis
  • Greet patients and families and facilitate smooth and timely service to patients and families throughout the surgical experience
  • Appropriately direct patients and others to departments in the medical center
  • Answer and direct in-person questions and requests from patients and families
  • Maintain inventory and stock supplies
  • Advocate for patients and families by locating appropriate staff to address concerns
4

Program Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of program 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 assistant
  • Facilitate visitation for each patient with visitors while safeguarding patient’s request for privacy concerning medical and personal information
  • Accurately and promptly convey messages between surgical departments, staff, and families to facilitate prompt service and care for the patients
  • Obtain interpreters for patients and their families when necessary
  • Program Assistant (PA) positions are held by experienced staff whose acquired knowledge and skills enable them to independently undertake diverse and complex work assignment
  • Arranging meetings and ensuring all logistics (hospitality, conference rooms, audiovisual, video conferences, visitor passes, ) are completed in a timely manner
  • Assist Program Managers with preparation of binders and teaching materials for each course
  • Assist Program Managers with advance memos and pre-course correspondence to participants
  • Monitor course registrations, maintain rosters & enrollment reports, manage waitlists and cancellations
  • Prepare program certificates, nametags and seating arrangements, as needed
  • Use Cvent (our registration software) to set up online registrations for courses, prepare emails and surveys, generate reports
Qualifications for program assistant
  • Demonstrated interpersonal skills, including the ability to work across teams and with a variety of projects and constituencies
  • Excellent computer skills, proficiency with Microsoft software for PCs, and the capacity to adapt quickly to new technologies/processes
  • Familiarity with epidemiologic terminology
  • Certification in biomedical ethics training (CITI) and ability to maintain Human Subjects confidentiality
  • Ability to independently plan day to day responsibilities, effectively organize time, set work priorities, and work on multiple projects and goals at the same time
  • Supports and works collaboratively with members of the immediate work team with others in diverse work groups/ teams/ task forces, across Bank Group offices
5

Program Assistant Job Description

Job Description Example
Our growing company is hiring for a program 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 assistant
  • Organize and maintain inventory for programs
  • Oversee registration table and assist Program Managers on site with smooth running of programs
  • Identify problems and troubleshoot when necessary
  • Attend all course events
  • Leading the coordination of select Ain CFE programs and events such as Entrepreneurs-in-Residence Office Hours, monthly University-wide entrepreneurship faculty and staff lunches, and Ain CFE Lecture Series
  • Assisting with prep, setup, and breakdown for meetings, events, and programs
  • Fielding all correspondence including in-person visits from students, faculty, staff, and alumni
  • Tracking RSVPs for programs and events
  • Providing parking passes
  • Organizing meetings (sets up room reservations, orders catering, provides parking passes, prints agendas and other meeting materials, notifies attendees and collects RSVPs, transcribes meeting notes, and performs follow-up research and administrative action items from meetings)
Qualifications for program assistant
  • Can do" attitude and pleasant, helpful demeanor
  • Ability to work in a busy office with competing demands
  • 2+ years in an administrative program support role
  • Passion for making administrative operations run efficiently, effectively and transparently
  • Experience working with culturally diverse students in an academic customer service environment
  • Experience with Microsoft Office, including Outlook or other related software

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