Program Associate

Job Description

Job Description

The Program Associate manages all office operations and provides administrative support to the program.  Activities include answering the phone and routing calls to staff, welcoming guests, managing incoming and outgoing mail, completing intake paperwork with new participants, and completing data entry, as necessary.

Essential Job Functions and Responsibilities :

• Strategize and implement processes and procedures to ensure the daily functioning of the program site.
• Manage and maintain the use of all spaces in the office, including the scheduling and coordination of program events for program teams and agency partners.
• Assume all front desk duties including answering phones, routing calls, and taking messages.
• Meet and greet all visitors and direct them to appropriate staff or office space.
• Manage use of lobby, front desk area, hallways, closets, kitchen, and shared spaces, keeping them clean and free of clutter, as well as stocked with necessary supplies.
• Maintain system for tracking walk-ins, phone, web, and other inquiries, as appropriate.
• Pre-screen requests for program services and follow-up with the appropriate team in a timely manner
• Provide administrative support for program intake and enrollment, including completing participant applications and collecting eligibility documents.
• Manage data entry in databases on PTS and Salesforce, including adding participants, updating services and attendance, and entering case notes.
• Prepare and distribute incoming and outgoing mail including FedEx or UPS packages.
• Create letters, labels, and reports as requested.
• Monitor postage and Xerox machines to ensure adequate supplies.

Knowledge, Skills and Abilities :

Education and Experience / Training :

​​​​​​​ Salary Range $45,000 - $50,000

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