Program Support Associate

Delaware State University; Dover (DE); On-site; USD 32,000 - 40,000; Full time

Benefits offered by this job

Health insurance

Job summary

Delaware State University seeks a Program Support Associate to provide administrative, operational, customer service, and logistical support for ECIC statewide initiatives. The role covers coordination of communication, scheduling, document management, and event support across multiple programs.

You will work with ECIC leadership and staff to ensure processes are accurate, efficient, and scalable as initiatives grow statewide. Strong customer service and organizational skills are essential.

Qualifications

• Associate's degree preferred in Business Administration or related field.
• Experience in administrative or program support roles is a plus.
• Proven ability to manage multiple tasks and deadlines.

Responsibilities

• Provide administrative and logistical support for ECIC initiatives.
• Support scheduling, participant onboarding, and documentation management.
• Maintain operational records and assist with communication workflows.
• Coordinate translation services and meeting logistics as needed.
• Assist with data entry and tracking in Monday.com and other systems.
• Prepare materials for meetings and events and support customer service.

Skills

Strong organizational skills

Customer service

Multitasking

Attention to detail

Education

Associate's degree preferred

Tools

Monday.com

Excel

Microsoft Office

Job description

The Program Support Associate provides administrative, operational, customer service, and logistical support for the Early Childhood Innovation Center (ECIC) and its statewide workforce initiatives.
This position supports the day-to-day operations of ECIC programs through coordination of communication, scheduling, document management, meeting logistics, participant support activities, data entry, workflow tracking, and general office operations.

Program Support Associates work collaboratively with ECIC leadership, program staff, navigators, coordinators, and operational staff to ensure administrative processes are completed accurately, efficiently, and in alignment with established procedures.
This role provides operational support across multiple ECIC initiatives and serves as a key support position for participant engagement, operational workflow coordination, event support, and customer service functions.

The Program Support Associate assists with scheduling meetings, coordinating translation services, maintaining operational records, supporting application and intake processes, monitoring documentation receipt, preparing materials for meetings and events, and assisting with communication workflows.
This position also supports operational tracking activities within systems such as Monday.com and other ECIC operational platforms.
Program Support Associates are expected to maintain professionalism, provide excellent customer service, support a collaborative office environment, and assist with ensuring operational processes remain organized, responsive, and scalable as ECIC initiatives continue to expand statewide.

Essential Functions

The following are the functions essential to performing this job:

1. Provide administrative and operational support across ECIC initiatives and program areas.
2. Support daily office operations, customer service activities, and front-line communication workflows.
3. Respond to general inquiries and route questions to appropriate ECIC staff as needed.
4. Monitor shared inboxes, phone lines, and communication platforms to support timely response and follow-up.
5. Assist with scheduling meetings, scholar check-ins, workshops, trainings, and operational activities.
6. Coordinate calendar invitations, meeting reminders, Zoom logistics, room reservations, and meeting materials.
7. Coordinate translation and interpreter services for meetings, events, and participant support activities as needed.
8. Support participant intake and onboarding processes through administrative and logistical assistance.
9. Assist with collection, organization, and tracking of required participant documentation.
10. Maintain and update operational tracking systems, including Monday.com and other ECIC systems, as assigned.
11. Assist with tracking receipt of applications, forms, transcripts, verification documents, and other required materials.
12. Prepare files and documentation for program staff review and operational processing.
13. Assist with operational workflow coordination related to applications, participant engagement, and program activities.
14. Support participant communication efforts through reminder emails, follow-up communication, and distribution of approved information.
15. Assist with tracking attendance and participation for workshops, meetings, and professional development activities.
16. Prepare sign-in sheets, meeting folders, packets, and supporting materials for ECIC events and activities.
17. Support event coordination and logistical setup for meetings, trainings, outreach events, and ECIC activities.
18. Assist with procurement, travel documentation, reimbursement paperwork, and operational forms as assigned.
19. Support preparation and organization of operational, financial, and programmatic documentation.
20. Maintain organized electronic and physical filing systems.
21. Assist with data entry, operational reporting, and maintenance of accurate administrative records.
22. Support program staff with administrative follow-up and workflow coordination activities.
23. Assist with monitoring incomplete documentation and conducting follow-up outreach as directed.
24. Maintain confidentiality of participant, personnel, financial, and operational information.
25. Collaborate with ECIC staff to ensure operational processes are completed accurately and efficiently.
26. Provide general office support, including copying, scanning, mailing, supply coordination, and document preparation.
27. Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

1. Strong organizational and administrative skills.
2. Excellent customer service and interpersonal communication skills.
3. Ability to manage multiple tasks and deadlines in a fast-paced environment.
4. Strong attention to detail and accuracy.
5. Ability to follow established operational procedures and workflows.
6. Ability to communicate effectively verbally and in writing.
7. Proficiency in Microsoft Office applications, including Word, Teams, Outlook, and particularly Excel.
8. Ability to learn and utilize operational tracking systems and databases, including Monday.com.
9. Ability to maintain accurate documentation and records.
10. Ability to work collaboratively with multiple staff members and departments.
11. Ability to prioritize tasks and adapt to changing operational needs.
12. Ability to maintain confidentiality and handle sensitive information appropriately.
13. Ability to support meetings, events, and participant engagement activities in a professional manner.
14. Ability to provide administrative and logistical support across multiple program areas.

1. Education: Associate's degree preferred in Business Administration, Office Administration, Public Administration, Communications, or a related field. Equivalent combinations of education and relevant administrative or operational experience may be considered.
2. One (1) year or more of experience in administrative support, office operations, customer service, program support, or a related field preferred.
3. Experience working in higher education, nonprofit organizations, workforce development, or grant-funded programs preferred.
4. Experience with scheduling systems, databases, operational tracking systems, or customer service functions preferred.

1. Demonstrated knowledge of DSU fundamentals.
2. Accuracy and timeliness of administrative work and operational support activities.
3. Ability to maintain organized documentation and operational records.
4. Professionalism and responsiveness in customer service interactions.
5. Ability to effectively support multiple operational workflows and priorities.
6. Reliability, attendance, and dependability in daily work performance.
7. Ability to maintain confidentiality and professionalism in handling sensitive information.
8. Effective collaboration and communication with ECIC staff and stakeholders.
9. Ability to adapt to evolving operational and programmatic needs.