Program Assistant

Local Initiatives Support Corporation•Richmond, VA

7d•$51,589 - $64,487•Onsite

About The Position

Local Initiatives Support Corporation (LISC) is seeking an organized and professional Program Assistant for its Virginia office. This role is crucial for ensuring efficient office operations through a range of administrative functions and providing support to the Richmond team for timely and accurate grant/contract management and smooth program administration. Key responsibilities include grant administration, compliance, disbursements, and financial management. The ideal candidate will be proactive, organized, familiar with budgeting, capable of multitasking, possess excellent administrative and computer skills, and have outstanding oral and written communication abilities. The Program Assistant will collaborate with the Executive Director, Deputy Director, and Program Officers to enhance daily administrative and operational systems, including financial and contract management, information and client management, office logistics, hospitality, and scheduling.

Requirements

Minimum of Associate’s Degree from an accredited college or university or comparable work experience.
Minimum 5+ years of related work experience in administration or community development preferred.
Excellent writing and communication skills.
Experience analyzing and organizing conceptual and quantitative information.
Facilitate multiple and varied projects with strong attention to detail, organization, and accuracy.
Work independently and as a part of a team.
Proficiency in Microsoft Office Suite applications, Salesforce, BOX and virtual meeting platforms.
Experience working effectively with diverse staff and stakeholders.
Excellent customer service skills.

Nice To Haves

Familiarity with social media, web development and Photoshop a plus.

Responsibilities

Administer, track, and update donor lists, records, and communication materials used for fundraising.
Process and track local office revenue and expenses monthly for accuracy; provide financial management support to include: invoicing, updating payment status, proactively communicating with LISC finance and accounting teams.
Process all incoming checks, gifts, grants and track status of all receivables.
Assist with planning and coordinating events logistics to include: trainings, conferences, and other special events, meetings and convenings.
Develop and enhance processes/procedures to effectively manage daily office operations.
Distribute mail, overnight packages, respond to phone and email inquiries from the public, maintain office and meeting space, proactively ensure office is prepared for meeting and guests.
Order office supplies and manage inventory to ensure adequate supplies for the office and staff.
Work with LISC IT to maintain/troubleshoot LISC operating systems, software, applications, computer & other office equipment.
Develop and maintain strong working relationships with local Program staff and national LISC back- office operations staff.
Provide administrative support to program officers.
Work with the following LISC platform of software to accomplish tasks: Salesforce, Certify, NetSuite, ADP and Box.
Support communications team for internal and external communications channels including maintenance of social media accounts, distributions lists, and website updates.
Assist staff in various program processes including: collection of partner information/data and program outcomes; processing and monitoring grants/consultant agreements; monitoring grant and consultant performance to ensure alignment with agreed scope of work; processing invoices, disbursements and maintaining program records to ensure all electronic office files are organized, accurate and up-to-date on a regular basis.
Establish and populate a contact management system using Outlook, Salesforce and other LISC platforms.
Provide executive assistant level support to the Executive Director’s including calendar management, appointment scheduling and coordination, managing invitations, coordinating travel arrangements, drafting correspondence, meeting notes, submitting expense reports.
Assist with internal/external and Local Advisory Committee meetings, with responsibility for minutes, logistics, document updates and meeting coordination.
Staff Local Advisory Committee meetings (agendas, minutes, logistics, AV, and coordination).
Preparing meeting documents and materials such as agendas, detailed notes and follow-up.
Assist the Executive Director with general operations and logistics support.
Track data and develop accurate, accessible, and up-to-date grant applications and reports on grantee/partner projects and program accomplishments.
Provide logistical and programmatic support for LISC Virginia programming.
Support program officers in advancing programmatic work including tracking grant agreements and outcomes, reviewing financial reports, processing grant and other disbursements, and supporting grant compliance.
Review service provider partner outcomes and deliverables.
Support programs through tracking and reporting on grant outcomes, processing financial reports, processing grant disbursements, and supporting grant compliance.
Support asset management by maintaining tracking and reporting on recoverable grants and loans.
Support program officers to compile needed documentation and answer applicant inquiries.
Monitor and update internal reports and data lists.
Perform other related duties as assigned.
Serve as the primary contact for the current office facilities and lease administration.
Provide logistic support for meetings, trainings, workshops, information sessions, orientations, conferences and special events.
Meet and greet visitors, collect mailbox deliveries, answer phones and direct inquiries, and maintain office, kitchen and meeting space.
Order office and kitchen supplies, manage inventory and maintain adequate supplies for the office and staff.