Overview
The Program Assistant will support the Director of Youth Programs by maintaining accurate records, managing attendance, processing vouchers, and ensuring the program is audit-ready at all times. The Assistant will also keep inventory of items purchased with grant funds, replenish classroom supplies as needed, and assist with monthly reports.
Program Assistant Responsibilities:
Attendance Management:
- Keep daily attendance records for all students.
- Check students in and out daily.
- Track attendance for community service and life skills classes.
- Report attendance issues to the Director of Youth Programs.
File and Record Management:
- Maintain organized files of student enrollment and program participation.
- Ensure all records are accurate and up-to-date.
- Prepare records for audits and ensure the program is audit-ready at all times.
Voucher Processing:
- Process vouchers for student services and activities.
- Submit vouchers to the Director of Youth Programs for approval.
- Track voucher usage and maintain accurate records.
Inventory and Supplies Management:
- Keep inventory of items purchased with grant funds.
- Ensure classroom supplies are replenished as needed.
- Order supplies and materials as directed.
Reporting and Administrative Support:
- Assist the Director with preparing monthly reports on program activities and outcomes.
- Support the Director with administrative tasks as needed, including scheduling meetings and managing communications.
General Administrative Duties:
- Respond to inquiries from students, parents, and community members.
- Coordinate with other staff members to ensure smooth program operations.
- Assist with event planning and coordination as needed.
- Other Duties:
- Perform other tasks as assigned by the Director of Youth Programs.
Experience and Qualifications:
- High school diploma or equivalent required; associate degree preferred
- Minimum of one year experience in an administrative support role, preferably in an educational or youth program setting
- Fluency in Spanish is highly preferred and would be a valuable asset
- Excellent organizational and multitasking skills.
- Strong attention to detail and accuracy
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required
- Ability to work independently and as part of a team
- Strong communication skills, both written and verbal
- Ability to work harmoniously with supervisors, co-workers, and persons of varied educational, social, and economic backgrounds
- Flexibility of schedule, with the ability to work some weekends and evenings as needed
- Valid driver’s license and reliable vehicle required
- Manage front desk operations, greeting visitors and directing inquiries with professionalism and warmth
- Handle multi-line phone systems, ensuring prompt and courteous communication with callers
- Maintain accurate data entry records using Microsoft Office applications and specialized software such as QuickBooks for bookkeeping tasks
- Support office management activities including filing, organizing documents, and maintaining confidential information securely
- Assist with client communication and support efforts by preparing correspondence, proofreading documents, and managing scheduling needs
- Coordinate meetings, prepare agendas, and take detailed minutes to facilitate effective team collaboration
- Perform clerical duties such as typing reports, organizing files, and supporting administrative projects to enhance workflow efficiency
Join us as a Program Assistant and become an integral part of our mission-driven team! Bring your organizational talents, computer skills, and positive energy to help us deliver outstanding support that makes a difference every day.
Pay: $18.00 - $20.00 per hour
Work Location: In person
