Program Assistant

Camillus House Inc•Miami, FL

13h

About The Position

As a Program Assistant, you provide critical administrative and operational support to ensure the smooth day-to-day functioning of assigned programs. Reporting to the Program Director or Manager, you collaborate closely with program staff, clients, and internal departments to support service delivery, compliance, and program success. Key responsibilities include: Client Intake and Documentation: Assist with client intake, maintain accurate client files, and ensure required documentation meets funding and organizational standards. Communication and Coordination: Act as a point of contact for program inquiries, coordinate meetings, support internal communications, and assist with referrals and follow-up. Compliance and Record Management: Maintain program documentation in line with regulatory, contractual, and organizational requirements while ensuring confidentiality and secure record-keeping. Cross-Functional Collaboration: Partner with Finance, People and Culture, Facilities, and other departments to support program needs and organizational goals. Data Entry and Reporting: Enter client and program data into designated systems, maintain accuracy, and support reporting for internal tracking and external funders. Operational Support: Manage supplies, track inventory, process purchase requests, and assist with general office coordination to ensure efficient program operations. Program Administrative Support: Provide scheduling, document preparation, filing, and other administrative assistance to maintain organized program records. Client Service Support: Deliver professional, respectful assistance to clients, helping connect them to appropriate staff and services. Other Duties as Assigned

Requirements

Ability to maintain confidentiality and handle sensitive information professionally.
Alignment with Camillus House’s mission and values of Hospitality, Respect, Quality, Spirituality, and Responsibility.
Excellent written and verbal communication skills.
Strong attention to detail and commitment to accuracy.
High school diploma required
Strong interpersonal skills with a client-centered, service-oriented approach.
Exceptional organizational skills and the ability to manage multiple tasks and deadlines.

Nice To Haves

Associate’s or Bachelor’s degree in social services, nonprofit management, business administration, or related field preferred.
Prior experience in administrative support, nonprofit programs, social services, or a related field preferred.
Proficiency in Microsoft Office and ability to quickly learn database or case management systems.

Responsibilities

Assist with client intake
Maintain accurate client files
Ensure required documentation meets funding and organizational standards
Act as a point of contact for program inquiries
Coordinate meetings
Support internal communications
Assist with referrals and follow-up
Maintain program documentation in line with regulatory, contractual, and organizational requirements while ensuring confidentiality and secure record-keeping
Partner with Finance, People and Culture, Facilities, and other departments to support program needs and organizational goals
Enter client and program data into designated systems
Maintain accuracy
Support reporting for internal tracking and external funders
Manage supplies
Track inventory
Process purchase requests
Assist with general office coordination to ensure efficient program operations
Provide scheduling, document preparation, filing, and other administrative assistance to maintain organized program records
Deliver professional, respectful assistance to clients, helping connect them to appropriate staff and services
Other Duties as Assigned