Administrative Assistant

Job Description

Administrative Program Assistant

Schedule: Monday-Friday, 8:30 a.m.-4:30 p.m.

Pay: $23.00-$25.00 per hour

Reports To: Director

Position Overview

The Administrative Program Assistant provides essential administrative and program support to ensure smooth day-to-day operations and a positive, reliable experience.

This role supports staff, clients, donors, and community partners through accurate recordkeeping, scheduling, meeting and event coordination, database management, and participant support. The ideal candidate is organized, detail-oriented, personable, dependable, and able to manage multiple priorities while maintaining confidentiality and professionalism.

Key Responsibilities

• Prepare correspondence, reports, memos, grant materials, and other program documents.
• Maintain accurate office files, contracts, records, and archival documents.
• Support daily office operations, including supplies, equipment, mail, and general organization.
• Maintain agency databases and accurately complete client entries and exits in HMIS.
• Maintain Outlook distribution lists and internal communication tools.
• Handle confidential information with discretion.
• Coordinate weekly staff meetings, including agendas, notes, action items, and follow-up communications.
• Maintain the program calendar and schedule participant and staff appointments.
• Assist with community outreach, public relations activities, and program events.
• Conduct preliminary client interviews to support Case Managers.
• Schedule and confirm participant meetings and appointments.
• Assist Case Managers with client follow-up and accurate data entry.
• Provide welcoming, professional, and compassionate support to veterans and program participants.
• Log donations and maintain accurate donor records.
• Assist with community communications and stakeholder outreach as needed.
• Identify opportunities to improve administrative processes and efficiency.
• Complete projects and assignments accurately and within established timelines.
• Perform other duties as assigned by the Director.

Qualifications

• Associate degree or equivalent education preferred.
• Three to five years of administrative, office, program support, or related experience.
• Excellent verbal and written communication skills.
• Strong proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Exceptional organizational and time-management skills with strong attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal skills and the ability to work effectively with diverse populations.
• Ability to maintain confidentiality and exercise sound judgment.
• Project coordination experience and strong follow-through.
• Basic mathematical skills.
• Ability to successfully complete a criminal background check as it relates to the position.