Job Description
Job Description
Job Title: Program Support Assistant
Location: 450 Cottage St. Springfield, MA 01104
Schedule: Mon-Fri 2 hours per day during Program Operations
Pay Rate: $20.00/hour
Position Summary
The Program Support Assistant provides essential administrative and reception support to ensure the smooth day-to-day operations of the program site. This role serves as a key point of contact for staff, clients, and external partners while maintaining accurate records and supporting program coordination.
Key Responsibilities
- Answer and route incoming calls in a professional and timely manner
- Maintain inventory of office and program supplies; coordinate ordering and billing
- Prepare and distribute mail in accordance with organizational procedures
- Keep schedules, records, and tracking lists accurate and up to date
- Provide typing and administrative support, prioritizing program needs
- Track and maintain client attendance records
- Input staff attendance and ensure required signatures prior to submission
- Coordinate and schedule initial interviews following established processes
- Conduct monthly follow-ups with applicants to confirm continued interest
- Support end-of-month administrative processes in collaboration with program staff
- Attend required meetings, trainings, and maintain consistent attendance
- Uphold company policies, including professional conduct, appearance, and attendance standards
- Foster positive working relationships with staff, clients, and external contacts
- Perform additional administrative tasks and errands as needed
Qualifications
- Education: High School Diploma required; Bachelor’s degree preferred
- Experience: Minimum of 2 years of administrative or related experience preferred
- Skills:
- Strong communication skills in English (bilingual preferred)
- Proficiency in word processing and general computer applications
- Strong organizational, multitasking, and time management abilities
- Attention to detail and ability to work independently
Work Environment & Physical Requirements
- Primarily indoor work environment with typical office noise levels
- May involve light physical activity, including lifting up to 30 lbs
- Requires the ability to organize, prioritize, and complete tasks independently
- Regular interaction with staff, clients, and the public, including occasional high-stress situations
Additional Requirements
- Adhere to all safety, health, and organizational policies and procedures
- Maintain professionalism and confidentiality at all times
- Report any safety concerns or incidents in accordance with company guidelines
Reporting Structure
This position reports directly to the Program Director.
Why Join Us?