Program Assistant, Finance and Administration

Art and Wellness Enterprises • Bentonville, AR

1d • Onsite

About The Position

The Program Assistant, Finance and Administration position helps create a welcoming and professional environment by serving as the primary backup for front desk operations and supporting daily visitor and reception needs. It manages inventory and ordering for promotional items and gift shop merchandise to ensure accurate stock levels and smooth retail operations. The role also provides a wide range of administrative support to the Administration and Finance division, including scheduling, document preparation, billing assistance, new hire onboarding assistance, and coordination across teams.

Requirements

• High school diploma or equivalent, required.
• Exceptional verbal and written communication skills, with the ability to engage professionally with a wide range of stakeholders, including executives, faculty, students, and visitors, required.
• Minimum of 2 years of experience in an administrative, receptionist, or customer service role, required.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with calendar and scheduling software, required.
• Exceptional verbal and written communication skills, with the ability to engage professionally with a wide range of stakeholders, including executives, faculty, students, and visitors, required.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks in a fast-paced environment, required.

Nice To Haves

• Associate degree or college coursework in business administration, communications, or a related field, preferred.
• Experience within an academic, healthcare, or corporate setting, preferred.
• Familiarity with expense reporting tools and virtual meeting platforms such as Zoom and Microsoft Teams, preferred.

Responsibilities

• Serve as the primary backup to the Program Assistant, Finance and Administration, providing front desk coverage, greeting visitors, answering phones, managing visitor badge distribution, and supporting day-to-day operational needs.
• Provide broad administrative support across the medical school, including scheduling assistance, meeting coordination, room reservations, document preparation, and general office operations.
• Support the Administration and Finance division with routine tasks such as assisting with billing workflows and financial tracking, managing renewals for subscription-based services, documentation, and communication with internal stakeholders.
• Maintain inventory of promotional items, branded merchandise, and gift shop products; track stock levels, process orders and reorders, coordinate with vendors, and ensure accurate organization and distribution of materials.
• Review social media comments and messages across platforms, flagging items for follow-up and coordinating with appropriate staff for response or action.
• Engage with internal and external stakeholders, including AWSOM students, Heartland Whole Health Institute, Art and Wellness Enterprises (AWE), local health systems, academic institutions.
• Provide administrative support for managers, directors, and medical school events, ensuring timely and efficient completion of assigned tasks.
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED