Program Assistant

Program Assistant for Small and Mid-Size Development

The Program Assistant for Small and Mid-Size Development will work closely with SMD's Vice President, Assistant Vice President, and program staff to support day-to-day implementation of funding programs. The position is expected to primarily support SRDI, MOVE-IN, LCAP, MHAP and MHCFP, helping to maintain project files, process disbursement requests and assist with project closeout, and serve as a point of contact for awardees and general program inquiries.

Duties and Responsibilities

• Assist in accomplishing all goals, tasks, and assignments relating to operation of SMD programs as requested
• Help to organize and review project applications for funding for completeness;
• Complete preliminary review of disbursement paperwork for funded projects to ensure consistency of numerical values and that amounts are totaled correctly to initiate payment processing;
• Log payment requests into SharePoint and other systems;
• Coordinate with awardees to obtain required project submissions and/or reporting;
• Prepare letters, memos, written procedures and other documents as needed;
• Use Microsoft Word to prepare template documents, proofread and edit written materials, use advanced formatting to add Index/table of contents to documents.
• Monitor shared Outlook mailboxes, saving documents electronically and routing to appropriate staff;
• Manage user access to an online application portal, communicate with potential applicants related to access.
• Prepare and run reports from various databases.
• Create new Excel spreadsheets or manipulate existing Excel spreadsheets to meet office staff needs.
• Document scanning, filing and shredding;
• Support office with administrative responsibilities as needed.

Qualifications

• Bachelor's degree and at least three years' experience* in a fast-paced office performing support staff tasks (i.e. answering phones, creating written materials & forms, processing paperwork & electronic records, filing.)
• Preferable if candidate possesses at least some familiarity with housing and/or community development programs.
• Experience handling sensitive documents and confidential information with discretion.
• Candidate must be familiar with Microsoft Office including significant skills and experience in Microsoft Word and Excel, and experience using SharePoint and using shared calendars and scheduling tools in Outlook.
• Candidate must also be comfortable with creating spreadsheets for data management.
• Ability to work alone/or away from staff (trustworthy).
• Excellent organizational and communication skills are essential.
• Ability to work effectively with members of an existing administrative team and grant project managers.
• Candidate must show initiative and willingness to take on new tasks as directed, and be comfortable with shifting priorities and new assignments.

* Substitution: Certification (such as the International Association of Administrative Professionals' Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.

This job description is not intended to be all inclusive and the employee will be expected to perform other reasonably related duties as assigned

New York State is an Equal Opportunity Employer (EOE)