Program Assistant

POSITION TITLE

Program Assistant

JOB PURPOSE

The Program Assistant works under the direction of the Program Manager to support the operational execution of Companions for Children's youth mentoring programs. This role assists with implementing all stages of the match lifecycle through coordination, documentation, and consistent follow-through. This position is execution-focused and primarily responsible for ensuring all required processes, documentation, and program activities are completed accurately and consistently across all mentoring activities. The Program Assistant does not oversee programs or make independent program decisions and instead supports the Program Manager by executing established processes and maintaining accurate records.

PERFORMANCE EXPECTATIONS A

successful team member in this role will: Demonstrate strong organizational skills and ability to manage multiple detailed tasks Complete tasks accurately, thoroughly, and in a timely manner Maintain a high level of attention to detail, especially in documentation and data entry Follow established processes consistently and reliably Work independently while maintaining clear communication with the Program Manager Be dependable, responsive, and proactive in completing assigned responsibilities Contribute to a positive and professional work environment Demonstrate flexibility and the ability to adapt to changing schedules, priorities, and program needs Maintain professionalism, patience, and composure when working with children and families in a variety of situations

CORE RESPONSIBILITIES

Coordinate scheduling, rescheduling, and communication for meetings, match visits, and program activities Maintain accurate and up-to-date records in the client management system, including applications, documentation, and match activity Support screening and enrollment processes by tracking applications, completing required checks, and ensuring all documentation is complete Assist with preparation and logistics for mentor orientations, match meetings, and program activities Conduct monthly monitoring check-ins with mentors and caregivers and document all required information in a timely manner Track match status and engagement, and promptly communicate any concerns or issues to the Program Manager Ensure all requirements are met prior to match activation and complete all documentation related to match closure • Maintain data accuracy and completeness across all program records and participate in regular file audits Support program logistics and coordination for activities, events, and program-specific initiatives as directed

ADDITIONAL FUNCTIONS AND RESPONSIBILITIES

Be open to special projects as assigned Attend all fundraisers and work extra during peak planning times

PROFESSIONAL CONDUCT AND COMMUNICATION

Maintain confidentiality of all client and volunteer information Communicate clearly and respectfully with parents, children, mentors, and team members Approach work with professionalism, reliability, and sound judgment Interact with children, families, and mentors with empathy, respect, and professionalism, even in challenging or unpredictable situations Remain calm, solutions-oriented, and responsive when navigating scheduling changes, communication challenges, or sensitive situations

EXPERIENCE AND EDUCATION

High school diploma or equivalent required Familiarity with client management systems and basic office software; ability to learn internal systems quickly Excellent verbal and written communication skills Strong organizational and prioritization skills Ability to review and maintain accurate program data and identify inconsistencies Positive, team-oriented attitude Strong interpersonal skills with the ability to engage effectively and respectfully with children, families, mentors, donors, community partners, and fellow staff

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Must be able to lift up to 50 lbs occasionally Noise level: quiet to moderate Frequent local errands and daily travel within the Minot area (mileage reimbursed)

REPORTS TO

Program Manager

WAGE/SCHEDULE

This is an hourly position with a typical schedule of Monday through Friday from Noon to 4:30 PM, resulting in approximately 22.5 hours per week. The pay range is $19 to $22 per hour. Evening and weekend hours may occasionally be required to support client meetings, fundraisers, and community events; however, ample notice is always provided in advance to allow time for personal planning. Companions for Children values a healthy work-life balance and aims to offer a flexible and accommodating work environment that supports employees in managing both personal and professional responsibilities. Companions for Children is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees.

Job Type:

Part-time Pay:

$19.00 - $22.00 per hour

Benefits:

Flexible schedule Application Question(s): This position requires a background check. Are you willing to undergo a background check as part of the hiring process? This position is approximately 22.5 hours per week, Monday through Friday from Noon to 4:30 PM, with occasional evening or weekend hours for events. Are you able to commit to this schedule?

Education:

High school or equivalent (Required) Ability to

Commute:

Minot, ND 58701 (Required)

Work Location:

In person