Program Assistant Jobs in Edison, NJ (NOW HIRING)

Summary:

Catholic Charities Community Services (CCCS) is seeking a passionate and highly organized Program Assistant to join our dedicated team. The Program Assistant will play a pivotal role in supporting programs and sub-grantees aimed at improving the well-being of individuals and communities. This position requires a detail-oriented individual with excellent written and verbal communications, with the ability to manage multiple projects. The Program Assistant will work closely with the Chief Program Officer, Program Director, and other key members of the CCCS team to provide support to our programs, sub-grantees, and other stakeholders.

Salary: $64,992.20 - $69,997.20 annually

Location: 80 Maiden Lane, New York, NY, 10038.

Essential Duties and Responsibilities:

Serve as the primary administrative point person for all programmatic matters, maintaining proactive and professional relationships with internal teams and external partners.

Respond to programmatic inquiries and collaborate across departments to ensure accurate, timely communication.

Proactively communicate out to programs key deadlines and other programmatic requests.

Oversee processing of invoices and program-related expenses, and work with fiscal reps to ensure timely payment of all invoices.

Work with the fiscal team to reconcile expenses.

Manage logistics and scheduling for site visits, workshops, and program-related events to ensure seamless execution.

Notify subcontractors of payment approvals and provide status updates.

Coordinate the delivery and/or pickup of payments. Maintain all documentation to ensure completion of process.

Schedule and participate on grantee calls, draft agendas, and take notes to ensure proper follow-up

Track direct relief expenses.

Other tasks as assigned.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are generally 9:00 AM to 5 PM Monday - Friday.

Please note that additional night and weekend hours will be required to meet deadlines and attend events.

Working conditions and physical demands:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Remain in a stationary position at a workstation and use a computer at least 50% of the time.

Travel for outreach, events and meetings at least 30% of the time using vehicle or public transportation, traverse city streets, ascend/descend stairs, and be exposed to outside weather conditions.

Engage with the public in social environments.

Work under demanding conditions such as deadlines and project challenges.

Hybrid work environment with regular in-office presence in New York City upon meeting requirements of introductory period.

Occasional evening or weekend work for events and other convenings.

Qualifications

Education and/or experience required:

Bachelor's degree (or equivalent experience).

2-4 years of experience in a program coordination role, administrative assistant, or special projects role.

Experience working with diverse communities and populations.

Strong interpersonal and communication skills.

Ability to build relationships and effectively engage diverse groups.

Strong organizational and multitasking skills

Detail-oriented with the ability to manage multiple priorities

Ability to work both independently and as part of a team

Basic data tracking and reporting skills

Familiarity with Microsoft Office (Word, Excel, PowerPoint, Sharepoint)

Preferred:

Experience in a nonprofit, social services, healthcare, faith-based, or public-sector organization.

Bilingual (English/Spanish) preferred.

About Catholic Charities

Chartered in 1917 to coordinate Catholic relief efforts across New York, Catholic Charities of the Archdiocese of New York and Catholic Charities Community Services today form one of the region's largest faiths based human services networks, serving people of all faiths and backgrounds. Together, the two agencies employ approximately 800 staff across more than 45 program sites in ten counties spanning New York City and the Lower Hudson Valley.

Our programs span youth development and family support; behavioral health, housing, and recovery services along a full continuum of care; food access, eviction prevention, and household stabilization; legal services, resettlement, ESOL instruction, and workforce training for immigrants and refugees; and case management, workforce pathways, and housing support through community-based neighborhood centers.

Every year, Catholic Charities serves tens of thousands of New Yorkers facing hardship, promoting dignity, stability, and opportunity through community-based programs. We are building an HR and People and Culture function that reflects the same standard of care we extend to those we serve, and this role is central to that work.

Catholic Charities of the Archdiocese of New York and Catholic Charities Community Services are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.