Program Assistant Jobs

About The Position

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.