Program Administrative Assistant

Program service center


The program administrative assistant supports staff by (1) assisting program staff in carrying out his/her administrative and program-related duties; (2) providing a wide range of administrative support including complex calendar management, travel planning, event planning, document creation and organization and maintenance of files for program staff; (3) maintaining a close and highly responsive relationship to the day-to-day activities of the designated program staff; and (4) working cooperatively with other support staff within the Center to provide appropriate support as needed. .

Essential Duties

  • Answers phone, screens calls and responds or directs calls as appropriate.
  • Acts as first line of contact.
  • Schedules conference calls, videoconferences, webinars and meetings with Foundation staff and external customers.
  • Manages and maintains calendars; schedules appointments; arranges internal and external meetings.
  • Performs word processing, proofing and editing of correspondence, reports, mailings etc.
  • Opens, sorts and distributes mail, as needed. Files, copies, scans and faxes materials as required.
  • Coordinates and manages staff travel arrangements including reservations, itineraries, ground transportation; processes related travel expense reports.
  • Establishes and maintains automated and/or manual files.
  • Develops presentations using charts, graphs, and slides within PowerPoint.
  • Performs minor research by accessing information, as needed from the Information Center and through internal systems resources and the Web.
  • Performs searches within the Program Information Management System
  • Provides back-up assistance to other program administrative assistants.
  • Performs other duties as assigned.

Experience and Qualifications

  • A combination of education and/or experience equivalent to an Associate’s degree from a two-year college, technical school or equivalent.
  • Minimum of two years directly related experience to the duties and responsibilities specified.
  • Experience working with and general knowledge of spreadsheets, databases, and database entry, and social media tools; experience and demonstrated knowledge with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Demonstrated customer service orientation and interpersonal skills.
  • Strong ability to prioritize and handle multiple tasks simultaneously.
  • Strong planning, organization and time management skills. Strong detail orientation.
  • Ability to read and comprehend simple instructions, short correspondence and memos, write simple correspondence, and effectively present information in one-on-one and small group situations.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form and to prioritize and handle multiple tasks simultaneously.
  • Ability to interact with staff at all levels.
  • Ability to work independently and as well as in a team-based, highly collaborative environment.
  • Ability to work under deadlines.
  • May require some overtime, as needed.


Post Date:

June 17, 2014

Deadline Date:

July 21, 2014

Most Requested