Program Assistant Job Description
Program Assistant Duties & Responsibilities
To write an effective program assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included program assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Program Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Program Assistant
List any licenses or certifications required by the position: CPR, UW, AED, PRINCE2, PMP, ULP, VAT, AD, NVAP, APHIS-
Education for Program Assistant
Typically a job would require a certain level of education.
Employers hiring for the program assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Communication, Computer, Logic, Health, Teaching, Nutrition, Family and Consumer Sciences, Public Health, Management
Skills for Program Assistant
Desired skills for program assistant include:
Desired experience for program assistant includes:
Program Assistant Examples
Program Assistant Job Description
- Knowledge of architecture, art, design, art history, and/or theory
- Send confirmations and maintain replies for TI events
- Assist with programming setup
- Assist with processing check requests in Yardi Enterprise for ongoing programs
- Assist with securing rooms and seating for small group sessions
- Assist with organizing signage, seating, rental equipment at outside venues
- Merge of all volunteer rosters to create master attendance list
- Coordinate and follow-through with Creative Services job requests ensuring materials are printed and received in a timely manner
- Provide exceptional customer service to colleagues and learners
- Respond to inquiries from front line employees, supervisors and managers about professional development offerings
- Register learner for their courses
- Review and inspect enrollment forms to guarantee all relevant learner information is captured prior to courses beginning
- Ensuring accurate learner enrollment data is added to the Learning Management System (LMS)
- Send out confirmations and reminder emails to learners about their courses
- Follow up with learners regarding being rescheduled for courses
- Help learners reset their passwords so they can access their e-learning modules
Program Assistant Job Description
- Answer questions from learners regarding how to log on to their e-learning modules
- Assist with learning management system (answers questions how to login, how to navigate the system)
- Serves as a resource for administrative aspects of the office
- Oversees and/or coordinates the collection, compilation, and analysis of project-related data
- Schedules various meetings and initiates follow-up actions
- Screens and prioritizes incoming calls and e-mail requests
- Assists with the preparation and management of endowed chair funds, including travel reimbursements
- Assist with the administration of financial processes
- Serve as a subject matter resource to other departments
- Maintain and secure autopsy/consult/surgical slides
- Send and retrieve Pathology and outside institution slides and blocks through the Pathology Materials Tracking program
- Receive and logs materials received
- Answers the telephone in a professional manner
- Composes and produces a variety of business correspondence and reports
- Edits documents produced by others
- Responds to inquiries and requests from HH&S clients
Program Assistant Job Description
- Helps coordinate the preparation, development and production of major documents such as proposals and reports
- Helps oversee office operations
- Create, revise, and maintain program forms for internal use
- Order office supplies, equipment or forms/brochures
- Train program volunteers
- Program Assistant (PA) positions are held by experienced staff whose acquired knowledge and skills enable them to independently undertake diverse and complex work assignments
- Track purchase orders and consultant work orders
- Process travel, hotel, and local transportation arrangements for SMC staff and meeting attendees, including processing of travel advance requests and monitoring the status of these requests
- Manage use of center supplies including, laptops, cameras, and other equipment, including maintaining check-in/check-out tracking log, ensuring security and good condition of equipment, and reporting any problems with equipment
- Facilitate patient check-in for surgery and pre-anesthesia visits
- Must be available with advance notice, to staff evening events on a semi-weekly basis
- Greet patients and families and facilitate smooth and timely service to patients and families throughout the surgical experience
- Appropriately direct patients and others to departments in the medical center
- Answer and direct in-person questions and requests from patients and families
- Maintain inventory and stock supplies
- Advocate for patients and families by locating appropriate staff to address concerns
Program Assistant Job Description
- Facilitate visitation for each patient with visitors while safeguarding patient’s request for privacy concerning medical and personal information
- Accurately and promptly convey messages between surgical departments, staff, and families to facilitate prompt service and care for the patients
- Obtain interpreters for patients and their families when necessary
- Program Assistant (PA) positions are held by experienced staff whose acquired knowledge and skills enable them to independently undertake diverse and complex work assignment
- Arranging meetings and ensuring all logistics (hospitality, conference rooms, audiovisual, video conferences, visitor passes, ) are completed in a timely manner
- Assist Program Managers with preparation of binders and teaching materials for each course
- Assist Program Managers with advance memos and pre-course correspondence to participants
- Monitor course registrations, maintain rosters & enrollment reports, manage waitlists and cancellations
- Prepare program certificates, nametags and seating arrangements, as needed
- Use Cvent (our registration software) to set up online registrations for courses, prepare emails and surveys, generate reports
- Demonstrated interpersonal skills, including the ability to work across teams and with a variety of projects and constituencies
- Excellent computer skills, proficiency with Microsoft software for PCs, and the capacity to adapt quickly to new technologies/processes
- Familiarity with epidemiologic terminology
- Certification in biomedical ethics training (CITI) and ability to maintain Human Subjects confidentiality
- Ability to independently plan day to day responsibilities, effectively organize time, set work priorities, and work on multiple projects and goals at the same time
- Supports and works collaboratively with members of the immediate work team with others in diverse work groups/ teams/ task forces, across Bank Group offices
Program Assistant Job Description
- Organize and maintain inventory for programs
- Oversee registration table and assist Program Managers on site with smooth running of programs
- Identify problems and troubleshoot when necessary
- Attend all course events
- Leading the coordination of select Ain CFE programs and events such as Entrepreneurs-in-Residence Office Hours, monthly University-wide entrepreneurship faculty and staff lunches, and Ain CFE Lecture Series
- Assisting with prep, setup, and breakdown for meetings, events, and programs
- Fielding all correspondence including in-person visits from students, faculty, staff, and alumni
- Tracking RSVPs for programs and events
- Providing parking passes
- Organizing meetings (sets up room reservations, orders catering, provides parking passes, prints agendas and other meeting materials, notifies attendees and collects RSVPs, transcribes meeting notes, and performs follow-up research and administrative action items from meetings)
- Can do" attitude and pleasant, helpful demeanor
- Ability to work in a busy office with competing demands
- 2+ years in an administrative program support role
- Passion for making administrative operations run efficiently, effectively and transparently
- Experience working with culturally diverse students in an academic customer service environment
- Experience with Microsoft Office, including Outlook or other related software