Program Assistant

2 weeks ago

Chicago, United States KRA Corporation Full time

**SUMMARY**: While delivering innovative solutions, exceptional service and trusted results, the Program Assistant develops maintains control of front office reception area; greeting persons entering establishment, determine nature/purpose of visit, and direct or escort them to specific destinations. The Program Assistant coordinates schedules and provides overall administrative and program support, to include receptionist duties.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:

- Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
- Type letters, memorandum, flyers and other office correspondence.
- Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
- Fax, copy and mail correspondence.
- Manage office supply inventory and weekly staff request.
- Maintain control of the front office reception area.
- Set up orientation and workshop rooms.
- Review correspondence and data received to ensure accuracy and completeness prior to reporting.
- Assist with maintaining customer engagement via calls, mailings and interoffice correspondence.
- Assist with maintaining program schedule and transitional phases.
- File and maintain records.
- Transmit information or documents to customers, using computer, mail, or facsimile machine.
- Schedule appointments, and maintain and update appointment calendars
- Analyze data to determine answers to questions from customers or members of the public.
- Provide information about establishment such as location of other offices, employees within the organization, or services provided.
- Works with a team of professionals to ensure contract goals are achieved.
- Adheres to Federal, State and Contractor guidelines.
- Assist in Assembly of project audits and invoices
- Maintain correspondence with quality assurance, career agents to ensure data accuracy
- Process all customer invoices
- Perform quality assurance review of customer time and attendance
- Back up to Quality Assurance Leader
- Present program data to our vendors and partners
- KRA representative in external meetings with the Program Monitor
- Monitor and assist customers utilizing the Resource Room
- Other duties as assigned

**QUALIFICATIONS**:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

**CORE COMPETENCIES**:

- Superior communication skills — oral and written.
- Strong interpersonal skills.
- Strong project time management, customer service, and organizational skills
- Ability to professionally adjust to unforeseen circumstances or programmatic changes.
- Ability to cultivate and manage high quality stakeholder relationships and demonstrated ability to work with a diverse workforce.
- Ability to function at a high level of discretion and confidentiality.
- Must be a self-starter and committed to completing tasks timely, which may include working additional hours and / or over the weekend as needed.
- Must be resourceful and able to work independently as well as in a team setting.

**EDUCATION and/or EXPERIENCE**:

- Associate’s degree from an accredited college or university. The degree requirement may be substituted for eight (4) years of professional work experience.
- Experience with data gathering and input

**PHYSICAL DEMANDS**:While performing the duties of this job, the employee is regularly required to walk, sit, talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

**WORK ENVIRONMENT**:The noise level in the work environment is usually moderate.

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