Program Assistant

Job Title: Program Assistant

Department: Scholarship & Programs

Reports To: Director, Program Management

FLSA Status: Non-Exempt

JOB DESCRIPTION

Performs all functions of office operations: schedules appointments, answers phones, maintains office supplies, computers and office equipment and otherwise relieves officials of clerical work and minor administrative and business details by performing the enclosed responsibilities and duties.


ABOUT UNCF

The United Negro College Fund (UNCF) has been an engine of educational achievement for more than 80 years. UNCF's mission is to build a robust and nationally recognized pipeline of HBCU students who, because of UNCF support, become highly qualified college graduates. In addition, UNCF ensures that its member institutions remain respected models of best practices in moving students to and through college. Since its inception in 1944, UNCF has raised over $6 billion in private support, distributed scholarships to help students attend school, and enabled more than 500,000 scholars and low-income students to graduate from UNCF's member historically black colleges and universities (HBCUs) and launch professional careers. UNCF is committed to closing the educational attainment gap by increasing postsecondary access and success for student groups, particularly low-income and first-generation students.

PRIMARY RESPONSIBILITIES AND DUTIES:

• Serve as primary point of contact for applicants, families, institutions, and internal stakeholders by providing guidance on program requirements and policies.
• Maintain and update program records, databases, and file systems within Salesforce and Microsoft SharePoint.
• Manage incoming communications, including phone calls, emails, correspondence, and mail distribution, while ensuring timely responses and appropriate routing.
• Prepare, process, and track program-related communications, including correspondence, reports, mail merges, mass emails, presentations, and outreach materials.
• Obtain necessary signatures/approvals for outgoing communications and assure the transmittal of accurate data and information both internally and externally.
• Check records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policy/procedures; correct minor discrepancies and errors independently.
• Process funds via UNCF banking system.
• Coordinate meetings, calendars, conference calls, and special events by preparing agendas, reserving facilities, distributing materials, and recording meeting notes as needed.

• Perform special projects and assignments and support staff as directed by management.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities.


QUALIFICATIONS:

EDUCATION AND EXPERIENCE

Associate's degree (A.A.) or equivalent from two-year college is desirable and a minimum of 3-5 years administrative assistant experience.


SOFTWARE SKILLS REQUIRED:

Knowledge of O365 with intermediate to advanced knowledge in Word and Excel. Must be proficient in mail merges and correcting source or cell errors. Must be proficient in the manipulation of Excel formulas.

OTHER SKILLS AND ABILITIES

LANGUAGE SKILLS


Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.


REASONING ABILITY


Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.


CERTIFICATES, LICENSES, REGISTRATIONS


None


OTHER SKILLS AND ABILITIES


Excellent phone etiquette; strong organizational, interpersonal and listening skills; intermediate to advanced knowledge in Microsoft Suite, especially Excel; and the ability to work under pressure, in a fast-paced environment, with a high level of professionalism and confidentiality. Must have experience with complex scheduling and calendar management. Must have the ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner.


PHYSICAL DEMANDS


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee frequently is required to talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and distance vision.


WORK ENVIRONMENT


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.


ADDITIONAL INFORMATION

Benefits include:

Medical, Dental & Vision

Vacation, Sick & Personal Leave


Life Insurance (Basic & Optional)

Flex Spending Accounts

403(b) Retirement Account

Holiday Savings Plan

Annual Success Sharing

Salary Range: $54,000.00 per year. This is a hybrid role: 4 days on-site and 1-day remote per week, located in UNCF's Washington DC Headquarters building.

Background checks required.

UNCF is EOE M/F/D/V