Program Assistant

U.S. COMM FOR REFUGE • Arlington, VA

87d • Onsite

About The Position

The Program Assistant provides administrative and operational support with a strong emphasis on data management, reporting, and program coordination. This position is responsible for maintaining data integrity, supporting program tracking and performance measurement, preparing reports and dashboards, and ensuring accurate documentation of program activities. The Program Assistant collaborates with internal stakeholders to support efficient program operations and informed decision-making.

Requirements

• Associate’s degree in Business Administration, Public Administration, Data Management, Information Systems, Social Sciences, or a related field required
• Minimum of 1-3 years of experience providing administrative, program, data management, or operational support in a nonprofit, government, or legal services environment.
• Experience maintaining databases, tracking systems, or case/program management systems preferred.
• Experience supporting grant-funded or contract programs and reporting requirements is a plus.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
• Experience working with databases, CRM systems, or data management platforms, legal data management platforms preferred.
• Ability to collect, validate, organize, and maintain large volumes of data with a high degree of accuracy.
• Experience generating reports, dashboards, and program performance summaries.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated support for organizational values by exhibiting respect for others, maintaining confidential information, and fostering an appreciation for a multicultural workplace.

Nice To Haves

• Bachelor’s degree preferred.
• Experience working with immigration law programs and/or legal service organizations.

Responsibilities

• Coordinate and support program orientations, trainings, and informational sessions related to program goals, services, and participant requirements.
• Assist with scheduling, logistics, and preparation of materials for program activities, meetings, trainings, and stakeholder engagements.
• Support communication between program staff, participants, partners, and external stakeholders.
• Maintain accurate program records, participant information, and activity documentation within data management and tracking systems.
• Assist in tracking program activities, deliverables, deadlines, and follow-up actions to ensure timely completion.
• Provide administrative support for program implementation and ongoing operations.
• Prepare, organize, and maintain electronic and physical program files, records, and supporting documentation.
• Coordinate the collection, organization, and verification of program data from multiple sources.
• Assist with the preparation of reports, presentations, summaries, and other program materials for internal and external stakeholders.
• Support the maintenance of data tracking systems and ensure information is entered accurately and timely.
• Monitor reporting timelines and assist in meeting contractual, grant, and organizational reporting requirements.
• Assist program staff in gathering supporting documentation for audits, monitoring activities, and program reviews.
• Draft routine correspondence, forms, and administrative documents related to program operations.
• Maintain accurate program data and documentation in compliance with organizational policies, grant requirements, and contractual obligations.
• Assist with data collection, validation, quality assurance, analysis, and reporting activities.
• Generate routine and ad hoc reports, dashboards, and program status updates as requested by supervisors and leadership.
• Monitor data quality and identify discrepancies, missing information, or reporting issues; coordinate corrective actions as needed.
• Support the tracking of program outcomes, performance measures, and key performance indicators (KPIs).
• Ensure confidentiality, security, and proper handling of sensitive participant and program information.
• Assist with continuous improvement efforts by identifying opportunities to enhance data collection, reporting processes, and program effectiveness.
• Support program performance monitoring by maintaining accurate records and providing timely data for decision-making and evaluation purposes.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree