Program Assistant

SUMMARY: While delivering innovative solutions, exceptional service and trusted results, the Program Assistant develops maintains control of front office reception area; greeting persons entering establishment, determine nature/purpose of visit, and direct or escort them to specific destinations. The Program Assistant coordinates schedules and provides overall administrative and program support, to include receptionist duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Type letters, memorandum, flyers and other office correspondence.
• Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
• Fax, copy and mail correspondence.
• Manage office supply inventory and weekly staff request.
• Maintain control of the front office reception area.
• Set up orientation and workshop rooms.
• Review correspondence and data received to ensure accuracy and completeness prior to reporting.
• Assist with maintaining customer engagement via calls, mailings and interoffice correspondence.
• Assist with maintaining program schedule and transitional phases.
• File and maintain records.
• Transmit information or documents to customers, using computer, mail, or facsimile machine.
• Schedule appointments, and maintain and update appointment calendars
• Analyze data to determine answers to questions from customers or members of the public.
• Provide information about establishment such as location of other offices, employees within the organization, or services provided.
• Works with a team of professionals to ensure contract goals are achieved.
• Adheres to Federal, State and Contractor guidelines.
• Assist in Assembly of project audits and invoices
• Maintain correspondence with quality assurance, career agents to ensure data accuracy
• Process all customer invoices
• Perform quality assurance review of customer time and attendance
• Back up to Quality Assurance Leader
• Present program data to our vendors and partners
• KRA representative in external meetings with the Program Monitor
• Monitor and assist customers utilizing the Resource Room

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

CORE COMPETENCIES:

• Superior communication skills — oral and written.
• Strong interpersonal skills.
• Strong project time management, customer service, and organizational skills
• Ability to professionally adjust to unforeseen circumstances or programmatic changes.
• Ability to cultivate and manage high quality stakeholder relationships and demonstrated ability to work with a diverse workforce.
• Ability to function at a high level of discretion and confidentiality.
• Must be a self-starter and committed to completing tasks timely, which may include working additional hours and / or over the weekend as needed.
• Must be resourceful and able to work independently as well as in a team setting.

EDUCATION and/or EXPERIENCE:

• Associate’s degree from an accredited college or university. The degree requirement may be substituted for eight (4) years of professional work experience.
• Experience with data gathering and input

OTHER SKILLS AND ABILITIES: Personal computer literacy required, including effective use of the Internet, e-mail, video conferencing (Zoom, Teams) and Microsoft Office (Word, Excel, PowerPoint and Outlook).

PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to walk, sit, talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

WORK ENVIRONMENT: The noise level in the work environment is usually moderate.