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    Program Assistant - Baltimore, United States - Mary Kraft HR

    Mary Kraft HR
    Mary Kraft HR Baltimore, United States

    4 days ago

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    Description

    Job Description

    Job Description Nature & ScopeYour Piece of the PuzzleMary Kraft is recruiting for a Program Assistant on behalf of our partner, a private Jesuit university in Baltimore, Maryland. This is a contract position offering competitive pay ($19hr) and opportunity for long term career progression.The program assistant provides administrative support to a large department or program. Duties include providing a diverse range of administrative support while balancing multiple priorities in support of department.Primary Functions & ResponsibilitiesTasks That Will Lead You to Success
    • Provide confidential administrative support.
    • Answer phone calls and direct calls to the appropriate party; handle routine inquiries.
    • Draft routine correspondence, take and/or transcribe minutes, create spreadsheets, presentations, documents, and files.
    • Organize and maintain electronic and other files and records.
    • Proofread documents for accuracy. Sort and distribute incoming mail and correspondence.
    • Collect and prepare information for use in discussions and meetings, etc.
    • Maintain all office equipment, including ordering equipment and supplies, scheduling repair and maintenance and troubleshooting of equipment.
    • Resolve or appropriately refers questions, requests, complaints, and problems.
    • Prepare invoices and ensure timely payment. Process budget adjustments and monitor budgets.
    • Prepare and format reports, perform data entry and track data on a regular and as needed basis.
    • Handle complex schedules and calendars for one or more department members; communicate information regarding cancellations or changes.
    • Coordinate events, meetings, and conferences; manage program registrations and communications; coordinate room reservations, refreshments, set-up, equipment, and provide logistical support.
    • Make appointments and travel arrangements when necessary.
    • Responsible to perform routine and ad hoc project work and program specific activities, meeting deadlines as assigned.
    • Provide progress reports and alert supervisor to barriers and significant problems. Maintain office website.
    • May supervise student employees. Assists with special projects, as assigned.
    Requirements & QualificationsSkills/Experience That Will Help You Thrive in This Role
    • Associates or vocational/technical school degree required.
    • Knowledge of office practices, procedures, systems, and equipment.
    • Ability to answer multiple phone lines while maintaining poise and providing first-rate customer service.
    • Proficiency in Microsoft Office products (i.e Word, Excel, PowerPoint, Outlook, etc.) and data systems.
    • Excellent written and oral communication skills, efficient work habits, strong organizational skills, and strong attention to detail.
    • Strong multi-tasking and follow-up skills with ability to manage and meet multiple deadlines.
    • Ability to produce accurate work and prioritize effectively. Ability to prepare and maintain budgets and generate Excel and other reports.
    • Ability to maintain confidentiality and use discretion.
    • Demonstrated experience organizing, planning, and coordinating events.
    • Ability to support the University's goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.
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