Program Assistant
hace 23 días
Baltimore
Job DescriptionJob Profile Job Title: Program AssistantLocation: 4501 N. Charles Street Baltimore, MD 21210Hire Type: Contingent Temp to permPay Range: $21-$22/hr.Work Model: onsite Work Shift: Monday-Friday 8:30 am – 5 pm Recruiter Contact: Sean Craft I I 443-345-3305 Nature & Scope: Positional Overview We are seeking a highly organized and experienced Program Assistant to provide high-level administrative support to a large department or program, managing a wide range of responsibilities while balancing multiple priorities. This role is critical to the smooth operation of the program and requires professionalism, discretion, strong organizational skills, and the ability to work collaboratively with internal and external partners. The position is primarily onsite at Loyola University, and candidates must be available to work from the office as required.Role & Responsibility: Tasks That Will Lead to Your Success • Provide confidential administrative support to program leadership and department staff, • Answer and direct phone calls; respond to routine inquiries with professionalism and excellent customer service, • Draft routine correspondence; take, transcribe, and distribute meeting minutes, • Create and maintain spreadsheets, presentations, reports, documents, and electronic files, • Organize, maintain, and update electronic and physical records, • Proofread documents for accuracy, grammar, and formatting, • Sort and distribute incoming mail and correspondence, • Collect, prepare, and organize information for meetings, discussions, and presentations, • Maintain office operations, including ordering supplies, scheduling equipment repairs, and troubleshooting office equipment, • Resolve or appropriately refer questions, requests, complaints, and issues, • Prepare invoices, track payments, process budget adjustments, and monitor program budgets, • Perform data entry, maintain databases, and track program data on a regular and as-needed basis, • Manage complex calendars and schedules for one or more department members, including communicating changes or cancellations, • Coordinate events, meetings, and conferences, including registrations, communications, room reservations, refreshments, setup, equipment, and logistics, • Arrange appointments and travel as needed, • Support routine and ad hoc projects and program-specific activities while meeting assigned deadlines, • Provide progress updates and alert supervisors to barriers or significant issues, • Maintain and update the program or office website, • Supervise and support student employees, as applicable, • Assist with special projects and additional duties as assignedAdditional Program-Specific ResponsibilitiesIn collaboration with the Program Manager, the Program Assistant will:, • Assist with budget management and financial tracking, • Supervise student workers and support daily office operations, • Manage schedules and coordinate with outside vendors, • Handle documentation and reporting for two grant programs, • Work closely with external partners and internal Loyola University departments, including Event Services and the Budget OfficeSkills & ExperienceQualifications That Will Help You Thrive, • Strong knowledge of office practices, procedures, systems, and equipment, • Ability to manage multiple phone lines while maintaining poise and professionalism, • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and data systems, • Excellent written and verbal communication skills, • Strong organizational skills with exceptional attention to detail, • Proven ability to multitask, follow up, and meet multiple deadlines, • Ability to prioritize effectively and produce accurate, high-quality work, • Experience preparing and maintaining budgets and generating reports, particularly in Excel, • Demonstrated discretion and ability to maintain confidentiality, • Experience planning, organizing, and coordinating events, • Ability to work collaboratively with diverse internal and external stakeholders, • Commitment to supporting the University’s goals for institutional diversity and the mission and values of a Catholic, Jesuit education.