Job Opening - Program/Administrative Assistant

Deadline to Apply:           Open

Job Summary

Location:                           Florence SC

Job Type:                          Full-time Contract (up to 40 hours per week)

Years of Experience:         5+ Years 

Education Level:               Associate Degree or equivalent 

TERMS / RATES:             12 month+ contract   $19.50 per/hour

 

About the Job

Position Overview: The Program Assistant/Office Manager is a dynamic and multifaceted role, responsible for supporting program activities while also ensuring efficient office operations. This position requires a detail-oriented and adaptable professional who can balance program support with administrative tasks. The ideal candidate excels in organization, communication, and multitasking, and enjoys contributing to a collaborative, mission-driven environment.

Key Responsibilities:

Program Support:

o   Assist program managers with planning, implementing, and evaluating programs, including tracking deliverables and milestones.

o   Coordinate program-related logistics such as scheduling meetings, arranging travel, and preparing materials.

o   Compile and organize program data, prepare reports, and maintain accurate records to support program evaluation and reporting.

Office Management:

o   Oversee daily office operations, including maintaining office supplies, managing office equipment, and coordinating facility maintenance.

o   Serve as the primary liaison with vendors and service providers, handling contracts, billing, and inventory management.

o   Ensure a well-organized, welcoming, and efficient office environment that supports the needs of the team.

·        Administrative Support:

o   Provide general administrative assistance to the program team and other staff, including managing calendars, organizing meetings, and preparing documents.

o   Assist with the preparation and editing of correspondence, reports, presentations, and other office communications.

o   Manage incoming and outgoing correspondence, ensuring timely responses to inquiries and requests.

 

 

 Financial and Record Management:

o   Track and manage office and program-related expenses, assist with budget planning, and process invoices and reimbursements.

o   Support basic bookkeeping tasks and maintain accurate financial records for reporting purposes.

o   Help with payroll processing, timesheets, and other HR-related administrative tasks as needed.

Event and Project Coordination:

o   Assist in the planning and coordination of program events, workshops, and special projects, ensuring all details are efficiently managed.

o   Conduct research and gather information for projects or initiatives related to both office and program needs.

o   Coordinate event logistics, including participant registration, venue setup, and post-event follow-up.

Qualifications:

Education and Experience:

o   Bachelor’s degree in Business Administration, Social Sciences, or a related field preferred.

o   Minimum of 3 years of experience in office management, program assistance, or a similar administrative role.

o   Experience in the non-profit sector or with program coordination is a plus.

Skills:

o   Excellent organizational and multitasking skills, with strong attention to detail.

o   Effective written and verbal communication skills.

o   Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with virtual meeting platforms and project management tools.

o   Ability to handle confidential information with professionalism and discretion.

Attributes:

o   Highly adaptable and proactive, with a resourceful and solution-oriented approach to challenges.

o   Strong interpersonal skills and a team-oriented mindset.

o   Committed to the organization’s mission, wanting to support and contribute to its success.

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