Program & Operations Assistant

Role Description

The Program & Operations Assistant plays a key role in ensuring the smooth, efficient, and organized functioning of daily operations. This position supports multiple departments by managing schedules, maintaining accurate data, coordinating projects, and assisting with basic facilities needs. The ideal candidate is detail-oriented, proactive, and able to juggle several priorities in a fast-paced environment.

General Responsibilities

Operational Support

• Maintain organized systems for files, records, and operational workflows.
• Perform accurate and timely data entry across various platforms and databases.
• Assist with scheduling appointments, meetings, and internal events.
• Other duties as assigned

Project Coordination

• Support multiple ongoing projects simultaneously, ensuring deadlines and deliverables are met.
• Coordinate communication between staff, volunteers, partners, and clients as needed.
• Track project tasks, follow up on action items, and provide updates to leadership.
• Assist with volunteer coordination and program assistance.

Facilities & Administrative Duties

• Oversee basic facilities needs, including supply restocking, room setup, and communicating maintenance requests.
• Greet visitors, answer phones, and assist with general front-office support.
• Help maintain a clean, safe, and welcoming environment for clients, volunteers, and staff.

Data & Reporting

• Enter, update, and manage data for programs, volunteers, clients, and operations.
• Run basic reports and compile information for leadership.
• Ensure data accuracy, confidentiality, and consistency across systems.

Requirements

• Heart for the mission of the Center of Grace
• Strong attention to detail and highly organized.
• Proficient in data entry with a commitment to accuracy.
• Ability to manage multiple projects and shift priorities as needed.
• Strong communication and interpersonal skills.
• Comfortable with scheduling, administrative tasks, and facilities coordination.
• Basic proficiency with Microsoft Office, Google Workspace, or similar tools.
• Proficient in Excel, including creating dashboards, using formulas, and managing complex spreadsheets.
• Prior experience in operations, administration, or coordination roles preferred.
• Demonstrated proficiency with basic math, data accuracy, and numerical problem-solving
• Proven ability to work independently, take initiative, and troubleshoot challenges effectively
• Multilingual preferred

Work Style & Competencies

• Reliable, punctual, and able to work independently with minimal supervision.
• Positive, solutions-focused attitude.
• Ability to maintain confidentiality and handle sensitive information.
• Strong problem-solving skills and willingness to take initiative.

Full-time (32 hours/week), on-site position; hourly, non-exempt