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Program Assistant Job Description: Top Duties and Requirements

A Program Assistant, or Program Coordinator, works to assist a team of people on a particular project. Their primary duties include conducting research, creating training materials, and performing data entry. Administrative support is common as well. Ultimately, the duties of a Program Assistant can vary quite a bit, depending on what program leaders need.

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Program Assistant duties and responsibilities

Program Assistants need to manage multiple tasks on the go, all while keeping their work and the program on track. The most common duties and responsibilities of a Program Assistant include:

  • Facilitating communication between general staff and senior staff
  • Sending and submitting documents to relevant parties
  • Scheduling appointments
  • Meeting with clients and customers, then relaying their concerns to the appropriate staff members
  • Maintaining client files and accounts
  • Maintaining an inventory of office supplies and placing orders when necessary
  • Updating file systems regularly
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What does a Program Assistant do?

Program Assistants function much like Administrative Assistants, predominantly handling administrative tasks like record keeping, data entry, and answering phones. Depending on the program, Program Assistants may have other, more specialized tasks to complete, based on what the general staff needs. For example, sales-heavy industries will often require Program Assistants to maintain client files and accounts. Additionally, Program Assistants will relay information between upper management and general staff as well as communicate with clients.

Program Assistant skills and qualifications

Program Assistants need to possess a variety of skills to excel in their role. Some important skills and qualifications necessary for an effective Program Assistant include:

  • Excellent knowledge of scheduling and communication software
  • Outstanding written and oral communication skills
  • Negotiation and problem-solving
  • Active listening and empathy
  • Attention to detail
  • Proven typing speed and accuracy

Program Assistant experience requirements

Program Assistants with previous clerical experience could be prepared to excel in this role. Candidates who have previously worked as Administrative Assistants or Office Assistants are equipped with many transferrable skills. For those without experience, an associate’s degree is a suitable alternative. Look for candidates with soft skills like organization and communication, and those who can demonstrate fast and accurate typing skills. Experience talking on the phone, budgeting, and invoicing are all valuable whether from a previous paid position, internship, or volunteer work.

Program Assistant education and training requirements

Candidates should generally have a high school diploma, GED, or greater to apply for this role. A Program Assistant with an associate’s or bachelor’s degree in a relevant clerical field, such as business administration, should be well-qualified.

Program Assistant salary expectations

According to Indeed Salaries, the average pay for a Program Assistant is $20.02 per hour. This average can vary based on many factors including experience, location and the hiring company.

Job description samples for similar positions

If this job description for a Program Assistant isn’t exactly what you’re looking for, some relevant positions that may be closer to your needs include:

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Program Assistant job description FAQs

Does a Program Assistant stay in the office all day?

A Program Assistant handles daily tasks like scheduling meetings, organizing files, and answering phones. As they’re often involved in event planning, their daily tasks can also involve budgeting, managing contact lists, and organizing event logistics. Program Assistants need to manage large filing systems and balance many tasks at once, which is why previous experience with clerical work is so important.

What daily tasks does a Program Assistant handle?

Program Assistant positions within nonprofit organizations are similar to Program Assistant roles with for-profit companies. However, a Program Assistant for a nonprofit may need skills to answers client questions to increase contributions during specific times of the year, or when a new initiative needs support. The degree to which they’re involved in the marketing campaigns depends heavily on whether the nonprofit organization is a small local charity or a global initiative. Both positions require someone with strong organizational and communication skills.

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