PROGRAM SPECIALIST

The Administrative Support Assistant provides essential administrative services to Principal Consultants involved in differentiated monitoring and support programs, ensuring the effective management and completion of program-related tasks. The role includes data entry, correspondence management, and maintaining filing systems. Additionally, the Assistant serves as the back-up receptionist and provides administrative support to other division program areas.

Duties & Responsibilities:

• Administrative Support:

  • Assist Principal Consultants by preparing and maintaining program materials.
  • Help with correspondence tasks, such as data entry, printing, and mailing letters to appropriate parties.
  • Maintain and complete Management Information Database Accounting System (MIDAS) functions for these programs.

• Receptionist Duties:

  • Serve as a back-up receptionist by answering calls, providing non-technical information, and directing inquiries to the appropriate staff.
  • Take messages and refer calls to relevant parties as needed.

• General Office Support:

  • Provide administrative support to other program areas, including contracts, grants, heat tickets, and itineraries.
  • Perform data entry, maintain files, and assist with printing and mailing tasks.

• Timekeeping and Program Assistance:

  • Assist in timekeeping functions as a back-up support to Principal Consultants.
  • Support the administration of Educational Surrogate Parent Programs by preparing materials and managing correspondence.

• Other Duties:

  • Perform additional duties as assigned to ensure smooth program operations.

Required Qualifications:

• Education: High school diploma or equivalent.
• Experience:
  • Two years of secretarial or programmatic experience in an office setting involving typing, filing, and computer work.
  • Experience using a multi-line phone system.
  • Knowledge of office practices and procedures.
  • Proficiency in Microsoft Word.
  • Excellent telephone and communication skills.
  • Ability to maintain a calm demeanor when handling difficult or angry clients.
  • Ability to type 40 WPM.

Preferred Qualifications:

• Some college or technical training.

Skills & Abilities:

• Strong organizational and multitasking skills.
• Excellent verbal communication skills.
• Attention to detail and accuracy in performing administrative tasks.