Program Administrative Assistant

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  • Full-Time
  • Milwaukee, WI
  • Job Type Details: Full Time

*Salary is commensurate with experience*

Job Purpose:

Under the supervision of the Program Manager, the Program Administrative Assistant is responsible for supporting the Career Services Department to meet or exceed program objectives, by performing various administrative duties.

Essential Duties:

  • Assist Program Manager and staff by understanding all programs, objectives and outcomes.
  • Performs outbound recruitment and/or follow-up calls to applicants for information sessions, enrollment, orientation, testing and other with excellent customer service.
  • Responsible for records management, creating permanent files, auditing and maintaining files, which include supporting documentation for program approval and other vital documents. Ensuring applications are completely filled out and legible.
  • Assist with data entry into all systems related to the program or agency for data tracking and performance.
  • Assist staff in writing correspondence about job fairs, program acceptance and other vital communications.
  • Assist with the coordination of presentations, on-site recruitments events, career path sessions and special employment events.
  • Attend meetings and workshops as assigned, taking minutes capturing relevant information. Prepare and email minutes to WFD & relevant staff for review.
  • Performs special projects and other related duties as assigned.

Skills/ Qualifications:

  • Ability to work in a team setting.
  • Ability to write professionally written letters, emails for business related use and participant support.
  • Skilled in prioritizing work and other immediate projects.
  • Must possess strong written and oral communication skills.
  • Maintain confidential information and documents of all participants.
  • Must possess awareness, knowledge and sensitivity to socioeconomic and cultural diverse backgrounds of the targeted populations served.
  • Ability to work in a demanding, fast-paced environment with respect and diplomacy.
  • Demonstrated working knowledge of and experience using computer programs such as Microsoft Office (Windows10), including Word, Excel, PowerPoint and Outlook, etc.
  • Must type at least 35-40 wpm.
  • Ability to maintain professional relationships with staff, participants and guest.
  • Must have a valid Wisconsin Driver’s License. SDC’s insurance company requires that any employee who drives a personal vehicle for agency business must carry personal liability insurance of at least $100,000 liability for bodily injury for one person, $300,000 maximum liability for all injuries in one accident and $100,000 property damage liability for one accident.  Proof of this must be supplied on first day of employment.

Experience/Education/Training/Certifications:

  • Minimum of an High School Diploma, Associate Degree preferred.
  • At least two years of work as Office/ Clerical with administrative duties in the following areas: Human Services, Workforce Development, Hospitality, Social Services, Case Management and Customer Service.

Physical Demands:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions:  “Occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more working time.
  • While performing the duties and responsibilities of this position, the incumbent will regularly sit; stand, and will frequently talk and listen and use hands to handle and touch.
  • During the performance of his/her duties, the incumbent will regularly lift up to 10 pounds and occasionally up to 30 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.

Work Environment:

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The employee works regularly in an office environment where the noise level is moderate.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by staff assigned to this position.  They are not be construed as an exhaustive list of all responsibilities, duties, and skills required.  All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

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