Program & Office Support

ABOUT HIRED

At Hired, we believe every person is one good job away from a stable and promising future. We specialize in supporting individuals whose opportunities have been shaped by historic and systemic inequities. We strive to provide coaching and skill-building opportunities at every step of their journey while helping individuals stabilize by meeting their basic needs and navigating systems of support. Through the culmination of these efforts, we believe will ultimately enable them to provide for their families, advance in their career, and pursue their purpose.

We look for these skills in a talented individual to join our team and strive to cultivate an environment that harnesses the collective power of these values and experiences each team member brings in pursuit of Hired’s mission and values. Hire’s mission is to nurture purpose and advance economic opportunity for all through individualized employment and career services. Our values include: 

Putting People First

Going the Extra Mile 

Advancing Equity

Working Together

In addition to competitive salaries, Hired offers work/life balance supported by a hybrid schedule and a generous paid time off program that includes vacation, personal & health, 3 floating holidays and 12 observed holidays.  Other benefit offerings include Health & Dental; Health Savings Account (HSA), Flexible Spending Accounts (FSA); Employer Paid Long-Term Disability Insurance, Minnesota Paid Family Medical Leave; Employer Paid Life Insurance; 401(K) Retirement Plan with Employer Contribution; Voluntary Life, Vision, Legal Insurance, and employee referral program.

HIRED is an Equal Opportunity Employer. Qualified applicants are considered for employment without regard to age, race, color, familial status, religion, gender identity, national origin, sexual orientation, disability, or veteran status.

POSITION DESCRIPTION/PRIMARY OBJECTIVE:

The Program & Office Support is the first point of contact for visitors, participants, and callers. This position is responsible for fostering a welcoming and professional guest experience that reflects Hired’s mission and values. The Program Office Assistant manages the front desk and reception area daily, ensuring effective communication and providing responsive service to all stakeholders.

This role assists the program teams by providing support with program support services and other tasks as needed. 

ESSENTIAL JOB FUNCTIONS

Customer Service/Communication

• Greet and welcome program participants, visitors, and staff in a professional and courteous manner, ensuring a positive first impression
• Answer, screen, and route incoming calls across multiple phone lines; take accurate messages as needed
• Respond to inquiries and direct participants, visitors, and customers to appropriate staff, programs, services or resources
• Proactively address questions and concerns; seek support from appropriate staff when handling sensitive or complex situations
• Communicate effectively using phone, email, and written correspondence with internal teams, external customers, and community partners
• Utilize electronic record-keeping systems (e.g., WF1, HERO, and other designated platforms) to support participants services and ensure accurate information access. 
• Facilitate interpreter service to support guest and program participants if needed.

Front Office Coordination 

• Open and close the office daily, ensuring readiness of the workspace
• Maintain a clean, organized, and professional front desk and lobby environment throughout the day
• Manage sign-in/out processes for staff, participants, and visitors; ensure accurate tracking of arrivals and departures
• Coordinate meeting room schedules, including maintaining and updating calendars, posted schedules, and organizing room logistics
• Communicate timely updates to staff and participants regarding meetings, trainings, office hours, and other emergency notifications
• Maintain and update resource boards, materials, and informational displays
• Oversee office equipment (e.g., fax machines, copiers, postage systems); troubleshoot issues, submit help desk requests, and coordinate with vendors as needed
• Serve as the primary point of contact for day-to-day property management and maintenance vendor services; coordinate repairs and facility needs
• Coordinate front desk coverage and communicate scheduling changes to staff
• Communicate regularly with management regarding operational issues, concerns, or incidents involving staff, participants, visitors, or vendors
• Maintain and update changes to front desk office practices and procedures; ensure staff are informed of changes and updates
• Monitor security camera systems across the lobby using designated software, ensuring continuous awareness of activities and identifying any suspicious or unusual behavior in real time.

Clerical/Data Entry 

• Monitor, inventory, and order office supplies; maintain clean, organized supply areas and storage spaces
• Perform a variety of clerical duties, including mailing, faxing, scanning, copying, and distributing mail for multiple teams and programs
• Provide administrative support to staff, including printing and scanning documents as needed
• Support onboarding processes by assisting the HR Director and hiring managers with preparation of new hire materials, including orientation packets, business cards, nameplates, and mailbox setup
• Perform accurate data entry using Microsoft Office applications and program-specific record-keeping and reporting systems (e.g., Excel, WorkforceOne)

Program Support 

• Monitor daily program schedules and training activities to anticipate participant flow, provide welcoming front-desk support, and coordinate with program staff as needed
• Provide accurate information, referrals, and required program forms to participants and visitors
• Order, track, and distribute participant support service items (e.g., bus cards, gas cards, gift cards); coordinate with program management and accounting, and maintain accurate inventory and distribution records
• Prepare new participant referrals and follow up with external partners to resolve discrepancies in a timely manner
• Manage participant support services file archiving for assigned programs; coordinate archiving processes, record key information, and ensure accuracy and compliance with record-keeping standards
• Enter and maintain participants support service data in the WorkforceOne Case Management (WF1) system; utilize system tools to troubleshoot issues and support program needs
• Provide logistical and administrative support for Central Services and program team events, including planning and day-of coordination as needed
• Maintain organization and cleanliness of Central Services storage areas, ensuring supplies and materials are accessible and properly stored

Other Responsibilities

• Coordinate the cleaning, organization, and restocking of shared office spaces, including kitchen, restrooms, conference rooms, and quiet rooms
• Support the HR Director in coordinating annual fire drills and safety trainings, including scheduling and logistics
• Maintain a professional, organized, and welcoming reception area, ensuring materials and supplies (e.g., brochures, flyers, children’s items) are fully stocked
• Perform additional duties and responsibilities as assigned to support office and program operations

MINIMUM REQUIREMENTS

• High school diploma or equivalent required; minimum of one (1) year of customer service experience
• Experience working with community-based Human Services nonprofit is a plus
• Demonstrated reliability, including consistent and punctual attendance
• Intermediate proficiency with computers and Microsoft Office applications, including Word and Excel
• Experience with, or willingness to learn, program-specific systems (e.g., WorkforceOne Case Management system) and apply them effectively in daily work
• Strong verbal and written communication skills, with the ability to engage effectively with diverse audiences
• Ability to work collaboratively and deliver consistent, proactive customer service
• Demonstrated curiosity and commitment to learning about organizational programs and services to better support participants
• Ability to manage conflict appropriately, escalate issues when needed, and apply proactive problem-solving skills
• Strong organizational, coordination, and planning abilities with attention to detail
• Effective time management skills, including the ability to prioritize tasks and meet deadlines
• Flexibility and adaptability in a fast-paced, changing environment
• Professional demeanor and ability to lead by example in all interactions
• Ability to maintain confidentiality of sensitive employees, participants, and program information

PHYSICAL REQUIREMENT: Ability to perform primarily sedentary work, including prolonged periods of sitting and frequent computer and data entry tasks. Must be able to occasionally lift (up to 20 pounds), and perform movements such as stooping, pulling, and pushing as needed.

WORK ENVIRONMENT: This position is based on site at an assigned Hired location five (5) days per week and is not eligible for a hybrid schedule. The role requires regular use of standard office equipment, including computers, phones, and other general office tools.