The Role
The Program Assistant supports employer engagement by providing administrative support, data management, and customer service to enhance training and employment initiatives.
Summary Generated by Built In
JVS, a non-profit, non-sectarian agency. Our mission is to empower individuals from diverse communities to find employment and build careers; and to partner with employers to hire, develop and retain productive workforces.
JVS provides a broad range of services including adult education, skills training, job readiness training, job placement and support, and access to post-secondary education. JVS assists employers in their search for well-qualified job applicants and their initiatives to upgrade the skills of their incumbent workforce.
POSITION SUMMARY: Under the direction of the Sr. Manager & the Sr. VP of Employer Engagement, the Program Assistant plays a key support role. Strong organizational skills, excellent computer skills, data management skills and professional communication skills are critical to success. This position requires strong attention to detail and follow-through, as well as outstanding customer service skills. The Program Assistant is a part of a larger JVS team, all of whom are supporting the education, training and employment needs of clients and employers. The Program Assistant is responsible for supporting colleagues across divisions as they deliver training and education programs to area employers. The Program Assistant will assist with tracking client outcomes, coaching clients, communicating with employers, interviewing and screening applicants, building marketing strategies and performing outreach, gathering and synthesizing data, and creating reports for internal and external partners including staff, employers, and funders. The Program Assistant is an active member of the team, thereby equitably contributing to team performance goals and working to support the overall mission and philosophy of JVS.
ESSENTIAL FUNCTIONS:
Accountability and results focused:
· Work as a team member and support colleagues to maintain an efficient and organized department
· Increase internal and external visibility of programs
· Provide assistance with marketing, assessment, enrollment, delivery of services, pre/post testing with the goal of ensuring
that clients obtain their predetermined goals
· Deliver customer friendly service to clients and employers in a respectful, timely, and courteous manner
· Responsible for data completeness in internal and external reports
· Ensuring reports are accurate, timely and provide the necessary data
· Facilitate meetings for data projects
· Translate complex outcome analysis for non-technical staff members into visually appealing reports
· Help to develop contextualized data tools in response to employers’ needs and reporting requirements
Builds relationships, collaboration and teamwork:
· Support the mission and philosophy of the JVS Mission and agency team
· Establish positive working relationships with all members of the agency
· Work collaboratively with and encourage collaboration between team members to ensure performance goals for
departments are met
· Attend and actively participate in staff meetings and team-based projects
· Work collaboratively across JVS departments to assist in the building and implementation of cross departmental processes
for advertising training opportunities, recruiting, and screening candidates, and shared management documents
· Perform other duties as requested
Administrative/Communication:
· Complete program summary reports for employers, funders, JVS leadership and other stakeholders
· Assist with tracking and meeting program objectives (ex. enrollment, retention, skill attainment, client satisfaction, client
performance)
· Track attendance, pre and post test scores, class lists, class and coaching attendance, sign-up sheets, and participant intake forms
· Generate regular data-based reports that represent data in intuitive and creative ways to help internal and external stakeholders comprehend the information
· Communicate regularly with Supervisor to ensure successful program performance
· Support the team with event preparation and coordination, generating completion certificates, ceremony invitations and programs
· Manage team deadline calendars, include reports and data validation timelines
· Assist in meeting scheduling for Sr. VP
· Track budget, revenue and staff allocations in conjunction with Sr. VP
· Create and update staffing charts, team onboarding materials, and related documents
· Serve as department Salesforce SME and create data reports for team leaders
· Create program infographics (Outbound Marketing)
· Perform other duties as requested
MINIMUM SKILLS AND QUALIFICATIONS:
· 1-3 years of office support/administrative work strongly preferred
· Highly proficient in Microsoft Office Suite skills
· Demonstrated skill in synthesizing and presenting data
· Excellent interpersonal, communication and organizational skills
· Ability to work well independently and as part of a team
· Ability to work effectively with staff and clients from diverse cultural, socio-economic, ethnic and educational backgrounds is required
· Knowledge of community resources and web-based resources preferred
EDUCATION REQUIRED:
· High school diploma required
· 3 plus years directly related experience; or certificate/associates degree and 2 years of related experience.
Please include a cover letter with your application.
Top Skills
Microsoft Office Suite
Salesforce
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The Company
What We Do
We are one of the largest workforce development agencies in New England, changing people’s lives and strengthening our communities. We are located located in Boston financial district. Out mission is to empower individuals from diverse communities to find employment and build careers, while partnering with employers to hire,develop,and retain them.
