What are the responsibilities and job description for the Program Administrative Assistant (Temporary-to-Hire Opportunity) position at Hawthorne Lane?
Are you a detail-oriented professional with a strong interest in healthcare program support? A leading nonprofit is seeking a temporary Program Coordinator to assist with meeting coordination, document development, and administrative logistics, along with various project-based tasks. The ideal candidate is proactive, highly organized, and thrives in a fast-paced environment, managing responsibilities such as document tracking, event coordination, and financial oversight. Candidates with prior experience in healthcare program management are strongly encouraged to apply!
Key Responsibilities:
- Assist with day-to-day administrative tasks such as answering phone and email inquiries, processing department mail, and maintaining program databases and distribution lists.
- Provide logistical support for meetings, trainings, workshops, and events, including scheduling, preparing materials, booking venues, arranging A/V and catering, and shipping supplies.
- Prepare and monitor project timelines and task checklists to ensure deadlines are met.
- Draft and distribute correspondence, meeting minutes, and other program-related communications.
- Help maintain and update department website content and collaborating with IT.
- Support financial administrative workflow, such as invoice processing, reimbursements, expenses and other tracking needs.
- Assist in the development of program materials and ad hoc special projects.
- Provide excellent customer service in all interactions, communicating with professionalism and discretion.
Why You’ll Love Working Here:
- Nonprofit with a mission dedicated within the healthcare field to make a positive social impact.
- Hybrid work model.
- This is a temporary-to-hire opportunity with potential for long-term growth.
What We’re Looking For:
- Administrative support experience. You have at least one year of experience in an office or program support role, ideally within a nonprofit or healthcare setting.
- Meticulously organized. You have excellent organizational skills and a keen eye for accuracy in managing documents, budgets, and correspondence.
- Articulate professional. You possess outstanding written and verbal communication skills to engage with internal teams and external stakeholders effectively.
- Adaptable. You can juggle multiple priorities, manage deadlines, and quickly adapt to evolving project needs.
- Detail-driven and proactive. You anticipate needs and take initiative in supporting the team's success.
- Digitally efficient. You are proficient in Microsoft Office, Adobe Acrobat, and comfortable navigating online systems.
Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.
