Program Assistant
Controller Job Description
Program assistants provide administrative and logistical support to program managers and other team members. Tasks include answering phone calls and emails, processing financial documents, maintaining records, booking flights and accommodation and coordinating team activities such as meetings and workshops. Apart from these administrative responsibilities, program assistants may also perform program research and report client concerns to appropriate team members.
A program assistant often acts as a link between different program parties, such as managers, team members and clients, so they need excellent interpersonal and communication skills. Communication skills should include active listening, as program members often approach them with requests, ideas, orders and issues. Organizational skills are necessary for a program assistant because they need to plan, organize and schedule tasks efficiently. Proficiency in common office software will be also helpful.
Program assistants typically need a high school diploma or GED. Some employers, however, may prefer candidates with an associate degree or an equivalent level of clerical experience. Large companies may also give preference to candidates who have a degree in business administration or a field relevant to their industry. Candidates may also want to learn office programs or word processing software.
The role of a program assistant is to assist the director of the program with administrative duties. These include, but are not limited to, purchasing supplies and equipment, fundraising, maintaining contact with clients, and organizing events. Program Assistants are responsible for carrying out all the instructions that come from the program director. They organize and manage all the files, correspondence, calendars, mailing lists and other activities.
Typical duties of a Controller
• Act as the primary contact for program procedures and policies
• Represent the business for program-related matters
• Correspond with upper management regarding goals and objectives of programs
• Carry out administrative tasks as required to facilitate an efficient working environment
• Communicate and negotiate with clients, customers and supervisors
• Ensure business operations and efforts are always favorable to the business objective
• Perform additional tasks as may be required by superiors
• Answer phone calls and customer or client inquiries
Skills: Organization, Time Management, Communication, Computer skills, Attention to details
Qualifications: At least a high school diploma or GED certificate and administrative work experience. Some employers may also require a college degree.