Senior Program Assistant – BCAEO (1327)

Posted 8 months ago

Duties and Responsibilities:

Schedule meetings and appointments for the Executive Director.

Assist with oral and written communication to and from the Executive Director including but not limited to support in developing contract documents, support in managing incoming and outgoing e-mail communication and other written correspondence, assistance (as needed) with handling verbal requests and responses to and from Executive Director.

Assist in the onboarding process for new hires and training new concepts to staff

Addressing Executive Director’s queries regarding office management issues (e.g. stationery, hardware and travel arrangements).

Support work on projects and grant financials

Perform Accounts Receivable Functions – Invoicing and ensuring payment record of accounts receivable using the SIGMA system

Assist Executive Director in updates and maintenance of office policies as necessary.

Assist with grants management and requirements with community action agencies, partners, and MDHHS internal departments

Assists Executive Director with project communication and coordination and serves as the initial point of contact for staff and partners includes managing information in SharePoint and other platforms

Lead initiatives and special assignments on Executive Director’s behalf.

Assist with the development of the work plan, guidance to project team and monitor quality assurance of project and grant implementation.

Assist with managing processing deadlines for proposals, grants, payments, and other goals identified in the annual strategic plan.

Provide general program assistant support such as scheduling meetings, managing/operating video conferencing meetings/trainings, sending reminders, providing/generating monthly management reports, issuing materials/minutes, storing and organizing pertinent grant compliance documentation such as sign-in sheets/electronic attendance/recordings/agendas/minutes, creating agendas, and responding to calls and emails.

Other duties as assigned.

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