Administrative Assistant (Programs)

Position Summary

Provides administrative and technical support to the assigned department(s). Assists with special projects and supports other departments as needed. Ensures strict confidentiality, maintains professional communication standards, and supports center compliance requirements.

Essential Duties and Responsibilities

• Follows all integrity guidelines and procedures; ensures no manipulation of student data.
• Provides administrative support including: filing, maintaining documentation, sorting/distributing mail, preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and coordinating logistics as needed.
• Conducts research, prepares statistical reports, and responds to information requests accurately and in a timely manner.
• Ensures timely submission, logging, tracking, and follow-up of all center contract deliverables, requests, reports, and correspondence.
• Drafts, writes, edits, and proofs internal/external communications; ensures high-quality, professional correspondence with Corporate, the Department of Labor, and outside organizations.
• Maintains center systems and libraries as assigned, which may include CIS and other Job Corps/company platforms, PRH resources, Program Instructions, Information Notices, Regional directives, SOPs, and internal reference materials.
• Prepares, coordinates, and distributes the center weekly newsletter; gathers staff contributions and center highlights.
• Prepares and distributes meeting minutes and supports meeting follow-up as needed.
• Maintains an organized, clean, safe work area conducive to staff and student success.
• Produces quality work in a thorough, timely, and accurate manner with minimal follow-up.
• Demonstrates strong attendance, accountability, and productivity standards.
• Plans, prioritizes, and organizes assignments to meet established goals and deadlines.
• Proactively maintains knowledge and skills required to perform job responsibilities effectively.
• Mentors, monitors, and models the Career Success Standards as required by the PRH.
• Shows respect and courtesy to students and holds students accountable for actions and behavior when applicable.
• Works collaboratively with staff across all departments to support center operations and service delivery.
• Accepts direction from Center leadership (Center Director/Center Duty Officer/Shift Manager), including temporary assignment to support other departments or duties as needed.
• Performs other duties as assigned.

High School diploma or equivalent required. Degree or certification from an accredited or relevant certified training program or school preferred. A minimum of three years secretarial or administrative support experience is required. Computer literacy and proficiency in Microsoft Office Suite of applications is required.

“Adams and Associates, Inc. abides by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability.” This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.