Program Assistant, Instructional Services Division

Description

The Program Assistant is crucial in assisting agency staff in delivering high-quality products and services and ensuring all client interactions with CESA 6 are positive. In addition, the position will be responsible for supporting strategies that increase the agency’s visibility to diverse audiences, expanding digital information-sharing capacity, and supporting overall agency operations. 

ESSENTIAL FUNCTIONS 

Communication:

• Monitor the agency’s CRM (customer relationship management) tool for chat and email messages and answer or assign as appropriate.
• Operate the agency’s telephone switchboard to answer, screen, provide information, take messages, and forward calls.
• Provide individuals with information about the division, such as products and services offered, contacts within the agency, or professional development offerings and locations.
• Keep a current record of staff members' whereabouts and availability and maintain the division’s system for the check-in/out process.
• Collect, sort, distribute mail; prepare mail, messages, faxes, or courier deliveries for the division.
• Log communications in the division’s CRM tool and ensure information is up-to-date and accurate.

Event and Facility Coordination:

• Maintain the division’s event registration software and associated app and serve as the point of contact for division staff on its utilization.
• Maintain the division’s webinar platform and serve as the point of contact for division staff on its setup and utilization.
• Ensure conference rooms meet the required visual standards, are stocked with defined items, and decluttered of unnecessary items.
• Maintain agency internal digital signage to ensure wayfinding.
• Organize and run division events
• Client Support and Satisfaction:
• Maintain the division client satisfaction and loyalty database in CRM and serve as the point of contact for division staff on associated processes.
• Assist with maintaining the division’s e-commerce platforms and serve as the agency’s client support contact for clients before, during, and after a transaction.

Program Assistant:

• Carry out details for workshops, meetings, and conferences, including necessary meeting room set-ups and takedowns for division events and virtual webinars.
• Schedule math tutors session and send out feedback to teachers
• Prepare proposals and contracts using the agency’s contract generation tool for division centers.
• Provide administrative assistance to division directors, including process, proof, and prepare memos, correspondence, travel vouchers, or other documents, and transmit information or documents to customers or staff using a computer, mail, or facsimile.
• Other duties as assigned.

Requirements

POSITION QUALIFICATIONS

Experience, Education, and/or Licensure 

• High school diploma required.  
• Certification or Associate degree as an administrative assistant or marketing assistant is preferred.
• 2+ years of office experience desired.

Required Skills and Abilities

• Model the core values of the agency.
• Advanced computer skills, including email, word processing, and virtual meeting scheduling.
• Working knowledge of Microsoft Office and Google platform applications, along with the ability to learn agency-specific applications to support business operations.
• Ability to generate professional emails and social media posts related to products and services
• Ability to create organizational tools and processes to support Directors and consultants
• Ability to work independently as well as collaborate with diverse work teams.
• Engage with clients in a positive manner that represents self, team, and Agency.
• Work as a team and collaborate effectively with other Program Assistants and Coordinators to meet the needs of the Agency.
• Process-oriented.
• Be nimble and conscientious to meet the timeline.
• Communicate effectively and timely, verbally and in writing, to a diverse audience.
• Plan, organize, and prioritize work.
• Remain flexible to adapt to changes in the work environment.
• Excellent time management with the ability to manage schedules and meet deadlines.
• Problem-prevention, conflict resolution, and problem-solving skills.
• Work accurately with close attention to detail.
• Exhibit a high degree of confidentiality of sensitive information and process and handle confidential information with discretion.
• Work effectively, professionally, and tactfully with internal agency staff and external clients. 
• Ability to set and meet high customer service standards (internal and external).
• Excellent interpersonal skills to facilitate interaction with the workforce.
• Exhibit a professional, businesslike appearance and demeanor.
• Professionally represent the agency and public, private, and parochial school districts in interactions with staff, customers, and the community.
• Facilitate an overall work environment of mutual respect and collaboration.
• Ability to interpret data.
• Ability to establish and maintain effective relationships with individuals from diverse backgrounds.

WORK ENVIRONMENT / PHYSICAL DEMANDS

Work Environment

• Ability to work in a professional and flexible office environment, with or without visual and audible distractions.
• Ability to work in a fast-paced environment.

Physical Demands:

• While performing the duties of this position, the employee is occasionally required to stand, walk, sit, type, and reach with hands and arms.  
• The employee will move office products and supplies up to 30 pounds.

CESA 6 offers great benefits for full time employees such as:  Health, Dental and Vision insurance; Wisconsin Retirement System (WRS); Wellness Program; Accident/Critical Illness insurance; Pet insurance; paid vacation and holidays.

View CESA 6 Values here 

In compliance with the Americans with Disabilities Act, CESA 6 will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and current employees to discuss potential accommodations with the employer.

CESA 6 is an equal opportunity employer and is committed to providing a workplace free from discrimination and harassment. We expect every member of our team do their part to maintain an environment where everyone has the opportunity to feel included, feels respected and receives the dignity they deserve.

Decisions related to hiring, compensating, training, and evaluating performance are made fairly, and we provide equal employment opportunities to all qualified candidates and employees. We take responsibility for always striving to create an inclusive environment as a Gallup best places to work employer that makes every employee and candidate feel welcome.