Program Assistant Youth

Job Description

Job Description

Position Summary

The Program Assistant is a crucial support role within the FAME program, ensuring the smooth and efficient operation of the program through meticulous organization and administration. This position involves handling a wide range of administrative duties including scheduling, documentation, data entry, and event coordination to support the recruitment, orientation, and ongoing engagement of participants and mentors.

Principal Responsibilities

• Scheduling Appointments: Manage scheduling for recruitment appointments for participants, potential mentors, mentees, and their parents or guardians. Coordinate meetings for developing partnerships.
• File Management: Check and ensure that files for mentees and mentors contain all required paperwork, are up-to-date, and comply with program standards.
• Data Entry: Perform data entry tasks including updating participant and mentor information, tracking progress, and ensuring accuracy in all program databases.
• Orientation and Training Coordination: Schedule and organize orientations and training sessions for new and existing program participants, ensuring all involved parties are well-informed and prepared.
• Survey Data Capture: Assist in capturing and organizing survey data from participants to help assess program effectiveness and areas for improvement.
• Creating MOUs: Assist in the drafting and creation of Memorandum of Understandings (MOUs) with partners and stakeholders.
• Event Planning: Help plan and schedule recognition events and maintain the mentor-mentee activity calendar. Assist in organizing quarterly events for mentees and their parents/guardians.
• Documentation and Intake Packets: Maintain participant files and assist in creating comprehensive documentation packets for new participant intake.
• General Support: Provide general administrative support to the program staff, including document preparation, filing, and other tasks as assigned.

• Staff Meetings: Participate in regular staff meetings, staff training programs, supervisory sessions, and accept the responsibility for aiding the development of positive team relationships as requested.

Qualifications

• Proven experience in an administrative role, preferably within a non-profit or educational setting.
• Strong organizational skills with the ability to manage multiple tasks and maintain attention to detail.
• Excellent communication skills, both verbal and written.
• Proficient in the use of office software, including Microsoft Office Suite, and comfortable learning new database systems.
• Ability to work effectively both independently and as part of a team.
• Strong problem-solving skills and the ability to manage time efficiently.
• Commitment to the mission and values of the Tampa Bay Academy of Hope.