Reporting Relationships: Administrative Assistant report to the Program Director.

Principal Duties and Responsibilities:

Under the general supervision of the Program Director, the Administrative Assistant is expected to perform the following principal duties and responsibilities.

• Answering phone calls, greeting visitors, and directing inquiries.


• Manage the day-to-day office functions including office supplies, inventory and equipment maintenance.


• Provide a written summary of all staff meetings conducted in a timely manner.


• Manage the Program Director's appointments, meetings, and events.


• Maintain staff matrix and staff schedules.


• Coordinate document flow in the office to include receiving, routing, and filing of invoices, reports, correspondence, contracts and forms.


• Creating and editing documents such as reports, presentations, proposals, and correspondence as needed.  


• Ensure reports, correspondence and forms are completed accurately and sent to the appropriate internal or external entities in a timely manner.


• Maintaining accurate and organized records, files, and databases.  


• Prepare reports, correspondence and forms and ensure timely and accurate reporting to outside entities as directed by your supervisor.


• Assisting with the planning and coordination of program events, workshops, or conferences.


• Providing administrative support for ongoing projects and initiatives.


• Inputting and managing data into relevant systems.  


• Preparing reports on program activities, progress, and outcomes.  


• Overseeing office maintenance and upkeep.


• Petty cash management under the supervision of the Program Director.


• Performs other related duties as may be requested by immediate supervisor and in his/her absence the Assistant Program Director.