Program Assistant

　　Job Details

　　Job Location

　　Vega Baja - CARR 686 KM 37 Bo Cabo Carbe - WestCare,

　　Position Type

　　Full Time

　　Education Level

　　2 Year Degree

　　Salary Range

　　$9.50 - $9.50 Hourly

　　Job Category

　　Nonprofit - Social Services

　　Description

　　Position Summary:

　　It takes care of all administrative services and day-to-day administrative operations ensuring that quality standards are maintained.

　　Essential Job Functions:

　　Communicate with current local, national and international resources and/or contacts using all tools such as phone, email, etc. to keep relationships active.

　　Research, collect and analyze specific information related to different topics as requested.

　　Generar informes según lo solicitado.

　　Document the procedures followed for daily tasks as well as email communications.

　　Prepare the agenda and take minutes of periodic meetings with assistance and coordination of Coordinators, Directors and others as needed.

　　Work with other staff to coordinate work events and special projects.

　　Keep the work area clean and organized at all times.

　　Meet pre-set deadlines and provide support to the organization where needed.

　　Create, review and reconcile credit card expense reports, payments, refunds and submit them for authorization.

　　Assist the Human Resources Department in areas such as employee records, payroll, training and others.

　　Follow up on requests sent by different offices in reference to purchase orders, reservations, quotes, etc. And maintain an inventory.

　　Perform logistics, including organizing itineraries for training and continuing education events, CAC meetings, executive meetings, staff meetings, and others, as requested.

　　Prepare correspondence, reports to various executives and stakeholders.

　　Search, apply for and publicize funding opportunities and be an active part of the application process.

　　Develop and maintain electronic files as needed.

　　File and update file proposals, manuals, licenses, insurance documentation, CAC files and others.

　　Actively manage the calendars of multiple team members and work efficiently with other staff members to coordinate/plan meetings and conference calls, which can involve numerous time zones.

　　Coordinate with various units of the organization to perform tasks in a timely manner.

　　Keep files updated

　　Document and data management.

　　Special Projects

　　Other tasks assigned by your Supervisor

　　Qualifications

　　Essential Qualifications:

　　Education:

　　Associate degree or a minimum of 2-4 years of equivalent administrative experience (preferably reporting to more than one executive at the same time), Bilingual (Spanish / English), Computer knowledge, very competent in all Microsoft Office applications. W ell organized in work habits. Strong verbal and written skills.

　　Experience and Competencies:

　　Enthusiastic, motivated, effective under pressure and flexible.

　　Able to work with minimal supervision, it works well working individually and collaboratively within a team.

　　G ood organizational and time management skills.

　　Able to multitask while paying attention to detail and good ability to choose priorities.

　　Excellent verbal and written communication and interpersonal skills required with the ability to make high-quality emails and messages to individuals at all levels of the organization.

　　Able to perform efficiently, professionally and friendly under pressure.

　　Strong interpersonal skills to create and maintain positive and effective working relationships.

　　Excellent telephone skills (i.e. take accurate and complete messages) and email communication.