Program Assistant

City of Fort Collins • Fort Collins, CO

2d

About The Position

The Volunteer Services Program Assistant provides experienced administrative and program coordination support to the City of Fort Collins Volunteer Services Program. Working closely with the Volunteer Services Program Manager, the position helps organize and implement meetings, events, volunteer initiatives, and programs for City departments and community members. Responsibilities include coordinating meeting and event logistics, managing schedules and communications, maintaining program records and data, supporting volunteer recruitment, and assisting with administration of the City’s internship program. The role requires a highly organized, detail-oriented, proactive professional who can manage competing priorities, anticipate needs, solve problems, and independently complete assignments. The position is primarily administrative and may offer remote work flexibility depending on program needs and scheduled activities.

Requirements

• Demonstrated administrative, office coordination, or program support experience in a professional work environment.
• Ability to coordinate multiple activities, maintain accurate records, manage competing priorities, and meet deadlines.
• Ability to manage logistics, schedules, communications, materials, and follow-up for meetings, events, and programs.
• Ability to produce accurate, polished work and maintain reliable records and documentation.
• Ability to take ownership of assignments, anticipate next steps, work independently, and complete tasks with minimal supervision.
• Strong written and verbal communication skills, including preparing professional correspondence and interacting effectively with people at all levels of an organization.
• Ability to use common office productivity tools, including email, calendars, word processing, spreadsheets, virtual meeting platforms, and online collaboration tools, and to learn new software and systems.
• Commitment to providing responsive, courteous, and solution-oriented customer service to City employees, volunteers, and community members.
• Ability to recognize challenges, prioritize tasks, resolve routine issues, and recommend process improvements.
• Ability to exercise discretion and handle sensitive information appropriately.
• Ability to work effectively with diverse individuals, adjust to changing priorities, and contribute to a positive, service-oriented team environment.
• Demonstrated cultural competence in interacting, working, and developing meaningful relationships with people of diverse identities, perspectives, and cultural backgrounds.
• Strong learning orientation and ability to adapt to changing issues, trends, needs, tools, and practices.
• Ability and willingness to use digital tools to organize information and support individual and team productivity.

Nice To Haves

• Previous experience supporting a manager, department, program, or team in an administrative capacity.
• Experience coordinating meetings, trainings, events, workshops, or community programs.
• Experience managing calendars, registration processes, spreadsheets, databases, or electronic records.
• Experience working with volunteers, interns, nonprofit organizations, public agencies, or community engagement programs.
• Experience using volunteer management systems, customer relationship management systems, or other program administration software.

Responsibilities

• Provide day-to-day administrative support to the Volunteer Services Program Manager, including scheduling, correspondence, document preparation, data entry, recordkeeping, and project tracking.
• Organize and coordinate meetings, trainings, workshops, recruitment activities, volunteer events, and other program initiatives.
• Coordinate meeting logistics, including scheduling, room reservations, invitations, registration, agendas, materials, technology needs, and follow-up communications.
• Maintain calendars, timelines, task lists, and project records to keep deadlines and activities on track.
• Maintain accurate electronic files, databases, spreadsheets, and program documentation.
• Anticipate administrative needs, identify potential scheduling or logistical challenges, and recommend practical solutions.
• Coordinate routine communications with City employees, volunteers, community partners, and other stakeholders.
• Assist with coordination and administration of the City’s internship program, including recruitment, communications, onboarding, scheduling, and program activities.
• Coordinate meeting logistics and materials for interns, supervisors, and program participants.
• Maintain internship records and assist with tracking program milestones, communications, and administrative requirements.
• Provide responsive, professional customer service to internal and external customers.
• Handle confidential information appropriately and exercise sound judgment when working with personnel, volunteer, and program records.
• Perform other related duties as assigned.

Benefits

• Opportunity to contribute to meaningful community engagement and volunteer initiatives.
• Exposure to the operations of the City’s Human Resources Department and municipal programs.
• Opportunities to develop administrative, project coordination, customer service, and technology skills.
• Access to applicable City learning and professional development opportunities, subject to program and employment eligibility.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed