SUMMARY OF FUNCTIONS:
The Program Assistant is responsible for providing administrative support to a program manager or program team. The role requires strong organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment. The Program Assistant will be responsible for coordinating meetings, managing schedules, maintaining records and files, and providing general support to the program team.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Answer telephones, route calls, take messages, and provide general information; greet and direct visitors; answer routine inquiries; maintain log of inquiries as required.
Help in the daily and smooth running of the office/department
Prepares the agendas and takes minutes for the meeting. Serves as Program Assistant liaison with other departments on campus and outside organizations and agencies concerning administrative policies, procedures and practices.
Provide administrative support to the program coordinator and curriculum office/committee.
Coordinate meetings and events, including scheduling, room reservations, and catering.
Maintain program files and records, ensuring they are up-to-date and organized.
Prepare program materials, including reports, presentations, and agendas.
Conduct research and gather information as needed for the program.
Assist with the coordination of program logistics, such as travel arrangements and accommodations.
Respond to program-related inquiries and requests.
Perform other administrative duties as assigned.
May operate a personal computer to draft basic correspondence, enter data, and print letters, labels, reports, and/or other materials; type and mail form letters.
Copy and/or duplicate materials as requested; may oversee day-to-day operation of copy machine.
Establish, maintain, process, and/or updates files, records, and/or other documents.
May perform specialized services of a routine clerical/administrative nature in strict accordance with established procedural guidelines, as appropriate to the position.
May schedule or assist in scheduling appointments, meetings, and/or conferences, as appropriate to the position.
May order, stock, and distribute office supplies.
May run various routine errands, as required, for the unit/department.
Perform miscellaneous job-related duties as assigned.
QUALIFICATIONS & EXPERIENCE:
University diploma/Bachelor’s Degree in a science/engineering/health science field with 2 years of relevant experience
KNOWLEDGE & SKILLS:
Ability to understand and follow specific instructions and procedures.
Ability to prepare and print routine correspondence, labels, and/or other basic written material.
Strong organizational and time-management skills, with the ability to manage multiple tasks simultaneously.
Possess excellent oral and written communications skills. Proficient in Microsoft Office Suite, particularly Word, Excel, and PowerPoint.
Familiarity with project management software and database management systems preferred.
Demonstrated ability to work independently and as part of a team.
Ability to maintain confidentiality and handle sensitive information with discretion.
Ability to maintain calendars and schedule appointments.
Ability to maintain confidentiality.
Skill in the use of operating basic office equipment.
Record maintenance skills.
Work is normally performed in a typical interior/office work environment.
No or very limited physical effort required.
No or very limited exposure to physical risk.
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