Program Assistant

State of Rhode Island; Rhode Island; On-site; USD 52,000 - 76,000; Full time

Job summary

The State of Rhode Island is seeking a high-level Program Assistant to support the implementation and ongoing administration of healthcare professional licensure compacts tied to a major regional health initiative.

Working closely with executive program leaders, this role is responsible for streamlining administrative workflows, updating application processes, coordinating public customer service, and ensuring smooth operational rollouts across agencies.

Qualifications

• At least 2 years of higher education or equivalent coursework.
• Experience assisting senior officials with administrative support on major initiatives.
• Working knowledge of public administration principles and modern office practices.
• Strong written communication with ability to draft clear reports and documentation.
• Attention to detail and excellent organizational skills.

Responsibilities

• Provide executive and administrative support to program directors and senior leadership.
• Draft, prepare, and distribute official correspondence, forms, and program documentation.
• Maintain, audit, and organize project files and database records for accuracy and compliance.
• Collect, analyze, and synthesize data to support decision-making and policy evaluations.
• Screen inquiries regarding licensing procedures and respond or escalate as needed.
• Attend program meetings and conferences, taking notes and preparing summaries.
• Monitor checklists, update licensure applications, and train staff on procedures.
• Coordinate office supplies, equipment requisitions, and daily operational details.

Skills

Executive support

Written communication

Attention to detail

Organizational skills

Interpersonal skills

Cross-department collaboration

Data gathering and analysis

Education

Associate degree or equivalent coursework

Job description

We are seeking a high-level Program Assistant to support the implementation and ongoing administration of healthcare professional licensure compacts tied to a major regional health initiative. Working closely with executive program leaders, this role is responsible for streamlining administrative workflows, updating application processes, coordinating public customer service, and ensuring smooth operational rollouts.

Key Responsibilities

• Executive & Administrative Support: Assist program directors and senior leadership with moderately complex administrative tasks to ensure successful project rollouts.
• Documentation & Forms: Draft, prepare, and distribute official correspondence, forms, and program documentation following official decisions.
• Record Management: Maintain, audit, and organize project files and database records to ensure strict accuracy and compliance.
• Information Gathering: Collect, analyze, and synthesize data to support administrative decision-making and policy evaluations.
• Inquiry Management & Customer Service: Screen incoming public and professional inquiries regarding licensing procedures; respond on behalf of leadership or escalot complex issues when necessary.
• Meeting & Conference Representation: Attend program meetings and conferences on behalf of executive staff, taking notes and preparing summary reports.
• Workflow & Training: Monitor implementation checklists, update licensure applications, and train administrative staff on updated procedures and public inquiry responses.
• Operations: Coordinate office supplies, equipment requisitions, and daily operational details.

Qualifications & Requirements

• Education: Minimum 2 years of successful academic study at an accredited institution of higher education (Associate degree or equivalent coursework).
• Experience: Direct experience assisting senior officials or executive management with administrative support on major initiatives—preferably within healthcare, public administration, regulatory, or government settings.
• Note: An equivalent combination of education and direct administrative experience will also be evaluated.
• Working knowledge of public administration principles and modern office management practices.
• Solid understanding of policy implementation procedures and administrative workflows.
• Strong written communication skills with proven ability to draft clear, concise reports and official documentation.
• Exceptional attention to detail and organizational skills.
• Professional interpersonal skills with the ability to maintain effective working relationships across departments.