Program Support Specialist

Position Summary:
Performs general program support duties for the Early Learning Coalition of Orange County Research & Special Projects Department and the Community Relations/Resource Development department to include but not limited to, coordination of paperwork and records, including scanning, photocopying, faxing, mailing, data entry, filing and taking notes and compiling minutes for meetings. Duties include data entry for multiple program efforts, use of fiscal tracking systems and paperwork in support of program initiatives, and generating reports using a full range of computer software, including spreadsheets, word processing, and donor entry services.
 

Essential Job Functions:
I. Program Support:

• Organize and track department paperwork including program staff timesheets, PTOforms, expense reports and other forms necessary to conduct programs.
• Coordinate and ensures accurate and timely submission and documentation of purchaseorder requests, credit card authorizations, and check requests.
• Enter data for multiple projects in an accurate manner.
• Complete and submit to Director in-kind forms for all department efforts with materialdonations and volunteer participation.
• Participate in all departmental and various assigned board committee/taskforce meetings, providing support with notes and minutes as well as follow up action items.
• Assist in the tracking and promotion of various department efforts, including special events and special project initiatives, trainings and working with volunteers.
• Prepare and send correspondence letters and drafting various invitation letters.
• Coordination of department inventory for project supplies and materials.
• Organize and package evaluation forms while following-up with department directors forpre and post event and special projects efforts.
• Assist directors with grant support as required.

(This job description may not be all-inclusive and employee is expected to perform all other duties as assigned and directed by management. Job descriptions and duties may be modified when deemed appropriate by management.)

Qualifications:

• Knowledge of business English language including the meaning and spelling of words, rulesof composition and grammar in order to prepare and read documents and correspondence.
• Ability to take accurate meeting notes.
• Ability to establish and maintain positive working relationships with other employees.
• Ability to maintain a cooperative working relationship with a variety of constituents.
• Knowledge of basic customer service techniques.
• Expert in the use of computer software (MS Office Suite) especially Microsoft Excel,PowerPoint and Outlook calendar.
• Ability to navigate and perform research using the Internet. Experience with usingSharePoint.
• Must possess valid Florida ID or driver’s license and access to a reliable transportation toand from work.
• Ability to work flexible hours/schedule i.e., occasional Saturdays or evening hours.
• Ability to solve problems and deal with a variety of competing tasks, program responsibilitiesand deadlines.
• Strong organizational skills and effective record management practices, attention to detail.
• Ability to follow policies, procedures, and rules set by the Coalition.
• Professional appearance and presentation.
• Ability to work and communicate with people from various multi-cultural backgrounds andsocio-economic levels.
• Ability to work independently with little supervision.

Education and Experience:

• Associates Degree (AA) or a minimum of two years of college with at least 7 years ofprogressive office support experience.
• Demonstrates strong organizational skills with the ability to set priorities, meet deadlinesunder pressure and effectively multi-task.
• Possesses strong written and oral communication skills.
• Demonstrates ability to prioritize projects.
• Demonstrates ability to make minor updates and postings on websites.
• Demonstrates ability to perform light accounting procedures.

(A comparable amount of training, education or experience may be substituted for the above minimum qualifications.)