JOB TITLE: Program Assistant

FLSA: Non- Exempt
DEPARTMENT: Employment Services
REPORTS TO: Program Director
Salary Range: $40000.00 -$47000.00 /annually

SUMMARY:

The Program Assistant provides essential administrative and client support to the program. This role is responsible for ensuring smooth day-to-day operations, supporting program staff, and assisting clients with professionalism and care. The ideal candidate is detail-oriented, organized, and skilled in providing outstanding customer service in a fast-paced, client-centered environment.

DUTIES AND RESPONSIBILITIES:

• Greet and assist participants and visitors entering the facility in a professional and welcoming manner
• Perform administrative tasks including typing reports, memos, and correspondence
• Assist with the preparation and submission of internal and external reports
• Support the collection, organization, and tracking of monthly program statistics
• Provide support with client file maintenance and recordkeeping in accordance with program requirements
• Conduct reminder calls to participants for scheduled appointments with employment staff
• Assist in ordering and maintaining inventory of office supplies and materials
• Manage the receipt and distribution of mail, correspondence, and deliveries
• Answer phone calls, provide information about employment services, and route calls appropriately
• Provide support and conduct follow-up or outreach calls as needed
• Maintain confidentiality and professionalism in all interactions and recordkeeping
• Perform other related duties as assigned by the Program Manager

EXPERIENCE AND EDUCATION REQUIREMENTS:

• Associate’s degree required; Bachelor’s degree preferred
• 2 years of experience in an administrative or office support role preferred
• Proficient in Microsoft Office Suite, especially Word and Excel; experience with database or case management systems a plus
• Strong verbal and written communication skills
• Excellent organizational and time-management abilities
• Ability to work independently and as part of a team
• Flexible schedule with availability to work occasional evenings, weekends, or holidays as needed
• Commitment to providing high-quality service in a diverse and inclusive environment

AGENCY PROFILE & EMPLOYEE EXPECTATIONS:

Westhab Inc. is the premier organization of our kind in our region, providing housing and supportive services or more than 10,000 of the most vulnerable members of our community each year. We are staffed by an extraordinary group of hard-working professionals that are fully committed to our mission – Building Communities. Changing Lives. Working at Westhab is not easy. Our expectations for all staff are high. We believe that the people and the communities that we have the privilege to serve deserve our very best every day. We are results-driven organization that focuses on empowerment and impact. (EOE)