Program Assistant

Tampa Bay Academy of Hope; Tampa (FL); On-site; USD 25,000 - 35,000; Part time

Job summary

Tampa Bay Academy of Hope is seeking a Part-Time Program Assistant for its PATHS program in Tampa, Florida. This vital role involves managing administrative tasks such as scheduling, data entry, and event planning to ensure the program runs smoothly.

The successful candidate should demonstrate strong organizational and communication skills, proficiency in office software, and a commitment to supporting the mission of the Academy. If you have the experience and are looking to make a difference, we encourage you to apply!

Qualifications

• Experience in an administrative role, preferably in a non-profit or educational setting.
• Strong organizational and communication skills.
• Ability to use office software and learn new database systems.

Responsibilities

• Manage recruitment scheduling appointments.
• Check participant file management and documentation.
• Perform data entry and maintain program databases.
• Coordinate training sessions and orientations.
• Assist in capturing and organizing survey data.
• Help draft Memorandum of Understandings (MOUs).
• Plan and organize events for participants.
• Maintain participant files and documentation.
• Provide general administrative support to staff.
• Participate in staff meetings and training.

Skills

Administrative experience

Organizational skills

Communication skills

Proficiency in Microsoft Office Suite

Problem-solving skills

Job description

Program: Promoting Abstinence Through Health and Self - Awareness (PATHS)

Position Title: Program Assistant

Position Type: Part-Time (Schedule will be provided)

Location: 7402 N 56th Street, Suite 400, Tampa, Fl 33617

The Program Assistant is a crucial support role within the Promoting Abstinence Through Health and Self - Awareness (PATHS) program, ensuring the smooth and efficient operation of the program through meticulous organization and administration. This position involves handling a wide range of administrative duties including scheduling, documentation, data entry, and event coordination to support the recruitment, orientation, and ongoing engagement of participants and mentors.

• Scheduling Appointments: Manage scheduling for recruitment appointments for participants, potential mentors, mentees, and their parents or guardians. Coordinate meetings for developing partnerships.
• File Management: Check and ensure that files for participants contain all required paperwork, are up-to-date, and comply with program standards.
• Data Entry: Perform data entry tasks including updating participant information, tracking progress, and ensuring accuracy in all program databases.
• Orientation and Training Coordination: Schedule and organize orientations and training sessions for new and existing program participants, ensuring all involved parties are well-informed and prepared.
• Survey Data Capture: Assist in capturing and organizing survey data from participants to help assess program effectiveness and areas for improvement.
• Creating MOUs: Assist in the drafting and creation of Memorandum of Understandings (MOUs) with partners and stakeholders.
• Event Planning: Help plan and schedule recognition events and maintain the participant activity calendar. Assist in organizing quarterly events for participants and their parents/guardians.
• Documentation and Intake Packets: Maintain participant files and assist in creating comprehensive documentation packets for new participant intake.
• General Support: Provide general administrative support to the program staff, including document preparation, filing, and other tasks as assigned.
• Staff Meetings: Participate in regular staff meetings, staff training programs, supervisory sessions, and accept the responsibility for aiding the development of positive team relationships as requested.

Qualifications

• Proven experience in an administrative role, preferably within a non-profit or educational setting.
• Strong organizational skills with the ability to manage multiple tasks and maintain attention to detail.
• Excellent communication skills, both verbal and written.
• Proficient in the use of office software, including Microsoft Office Suite, and comfortable learning new database systems.
• Ability to work effectively both independently and as part of a team.
• Strong problem‑solving skills and the ability to manage time efficiently.
• Commitment to the mission and values of the Tampa Bay Academy of Hope.