Program Support Assistant - VPC

CENTER FOR VETERANS ISSUES INC; Milwaukee (WI); On-site; USD 40,000 - 44,000; Full time

Job summary

Center for Veterans Issues, Inc. (CVI) is seeking an Administrative Program Assistant for the Transition in Place (TIP) Program in Milwaukee, WI.

This full-time role involves providing reliable administrative support, maintaining accurate program records, coordinating meetings, and ensuring a welcoming, organized experience for Veterans pursuing stable housing. You will interact with Case Managers, manage appointments, assist with data entry, and support donors and community relationships.

Qualifications

• Associate degree from a two-year college or technical school, or an equivalent combination of education and relevant experience
• Three to five years of progressively responsible administrative assistant, secretary, or related office experience
• Excellent written and verbal communication skills
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Exceptional organization, time-management, and project-coordination skills
• Ability to manage multiple priorities and complete projects accurately and on time
• Sound judgment and the ability to protect confidential participant and organizational information
• Basic mathematical skills
• Positive, outgoing, and professional approach
• Ability to build respectful relationships with Veterans, coworkers, donors, stakeholders

Responsibilities

• Prepare professional correspondence, reports, memos, and grant-related documents while maintaining accurate program files, contracts, records, and archival materials
• Support daily office operations by ordering supplies, coordinating equipment maintenance, processing mail, maintaining Outlook distribution lists, and ensuring staff have what they need to serve Veterans effectively
• Maintain agency databases and accurately complete participant entries and exits in HMIS
• Coordinate TIP Program calendar, schedule appointments, and assist with weekly meetings, outreach activities, public events, and community engagement
• Prepare meeting agendas, take notes, track assignments, and distribute follow-up communications
• Conduct preliminary interviews, schedule and confirm appointments, prepare meeting spaces, and assist Case Managers with participant follow-up and data entry
• Log donations, maintain donor records, and prepare thank-you letters; support public relations and stakeholder communications
• Perform other duties as assigned by the Director in support of the TIP Program and CVI’s mission

Skills

Communication skills

Organization

Time management

Project coordination

Confidentiality

Multitasking

Relationship building

Education

Associate degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Job description

Job DetailsJob Location: Vets Place Central - Milwaukee, WI 53208

Position Type: Full Time

Education Level: 2 Year Degree

Salary Range: $19.00 - $21.00 Hourly

Travel Percentage: Up to 25%

Job Shift: Day

Job Category: Nonprofit - Social Services

Help Veterans Move from Homelessness to Home

At the Center for Veterans Issues, Inc. (CVI), our work is rooted in a simple but powerful belief: every Veteran deserves a safe place to call home and the opportunity to rebuild with dignity.

As the Administrative Program Assistant for our Transition in Place (TIP) Program, you will help make that belief a reality. Through dependable administrative support, accurate program records, thoughtful coordination, and compassionate interaction with participants, you will help ensure Veterans experience a smooth and supportive journey toward stable housing.

This is an ideal opportunity for an organized, energetic professional who takes pride in getting the details right, supporting a collaborative team, and contributing to work that changes lives.

Why Join CVI?

At CVI, administrative work is mission work. Every accurate record, confirmed appointment, organized meeting, and thoughtful interaction helps our team provide stronger services to Veterans experiencing homelessness.

If you are dependable, detail-oriented, compassionate, and motivated by the opportunity to make a meaningful difference, we invite you to bring your talents to the TIP Program and help Veterans build a path toward stability, independence, and hope.

What You’ll Do

Keep the TIP Program Organized and Moving Forward

You will prepare professional correspondence, reports, memos, and grant-related documents while maintaining accurate program files, contracts, records, and archival materials. You will support daily office operations by ordering supplies, coordinating equipment maintenance, processing mail, maintaining Outlook distribution lists, and ensuring staff has what they need to serve Veterans effectively. You will also maintain agency databases and accurately complete participant entries and exits in HMIS.

Coordinate Meetings, Calendars, and Community Events

You will maintain the TIP Program calendar, schedule appointments, and assist with weekly meetings, outreach activities, public events, and community engagement efforts. You will prepare meeting agendas, take clear and accurate notes, track assignments, and distribute timely follow-up communications to keep responsibilities and next steps organized.

Create a Welcoming and Reliable Experience for Veterans

You will often help create a participant’s first impression of the TIP Program. You will conduct preliminary interviews, schedule and confirm appointments, prepare meeting spaces, and assist Case Managers with participant follow-up and accurate data entry. Your professionalism, compassion, and attention to detail will help Veterans feel respected, informed, and supported throughout their housing journey.

Support Donor and Community Relationships

You will accurately log donations, maintain donor records, and prepare timely thank-you letters in accordance with CVI’s financial and organizational policies. You will also support public relations, stakeholder communication, and other administrative activities that strengthen CVI’s connection to the community.

You will perform other duties as assigned by the Director in support of the TIP Program and CVI’s mission.

How Success Will Be Measured

Administrative Excellence

• Maintain at least a 98% accuracy rate on documents produced
• Update 100% of program files within required timelines
• Achieve at least 95% HMIS data accuracy during audits

Dependable Coordination

• Distribute meeting agendas and minutes within 24 hours
• Support 100% of assigned events according to established timelines
• Maintain scheduling accuracy with fewer than two conflicts or errors per quarter

Responsive Participant Support

• Accurately schedule and confirm at least 95% of participant appointments
• Complete preliminary interviews within established response times
• Complete 100% of Case Manager support requests within agreed-upon timeframes

Professional Stakeholder Administration

• Log 100% of donations within 48 hours
• Send donor acknowledgment letters within five business days
• Maintain accurate stakeholder communications, with no more than one correction required per quarter

We are an EEOC/AA/ADA employer; Veterans are strongly encouraged to apply.

QualificationsWhat You’ll Bring

• An associate degree from a two-year college or technical school, or an equivalent combination of education and relevant experience
• Three to five years of progressively responsible administrative assistant, secretary, or related office experience
• Excellent written and verbal communication skills
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Exceptional organization, time-management, and project-coordination skills
• The ability to manage multiple priorities and complete projects accurately and on time
• Sound judgment and the ability to protect confidential participant and organizational information
• Basic mathematical skills
• A positive, outgoing, and professional approach
• The ability to build respectful relationships with Veterans, coworkers, donors, stakeholders, and people from diverse backgrounds
• The ability to successfully complete a position-related criminal background check