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Programs Assistant Jobs in Buffalo, NY (NOW HIRING)

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Programs Assistant information

What would a programs assistant do?

A programs assistant supports the planning, coordination, and execution of organizational programs and events. They handle administrative tasks, communicate with stakeholders, maintain records, and may use tools like spreadsheets or databases to track progress and ensure smooth operations.

What is the difference between Programs Assistant vs Program Coordinator?

AspectPrograms AssistantProgram Coordinator
Required CredentialsHigh school diploma or equivalent; some roles may require associate degreeBachelor's degree often preferred; relevant experience may suffice
Work EnvironmentOffice settings, community organizations, nonprofitsOffice environments, project sites, community programs
Employer & Industry UsageNonprofits, government agencies, educational institutionsNonprofits, government, educational institutions, healthcare
Common Search & ComparisonOften compared for entry-level roles supporting program activitiesViewed as a more senior role with additional responsibilities

Programs Assistants typically handle administrative support, scheduling, and basic program tasks, making them suitable for entry-level positions. Program Coordinators usually oversee program implementation, manage staff, and coordinate activities, requiring more experience and often a higher level of education. Both roles are vital in the same industry sectors, but they differ in scope and responsibility.

What is a programs assistant?

A Programs Assistant is a professional who provides administrative and logistical support to program managers and teams within an organization. Their responsibilities often include coordinating events, managing schedules, handling communications, tracking budgets, and assisting with reporting and documentation. Programs Assistants play a key role in ensuring that projects and programs run smoothly, supporting both internal staff and external stakeholders. They are commonly employed in non-profit organizations, educational institutions, and corporate environments.

What are the key skills and qualifications needed to thrive as a programs assistant, and why are they important?

To thrive as a Programs Assistant, you typically need strong organizational skills, attention to detail, and a background in administration or a related field. Familiarity with office productivity software (such as Microsoft Office or Google Workspace), event management platforms, and database systems is often required. Excellent communication, teamwork, and problem-solving abilities help you coordinate effectively and manage multiple tasks. These skills ensure efficient program delivery, seamless team collaboration, and successful achievement of organizational goals.

How does a programs assistant typically collaborate with other departments or teams within an organization?

Programs Assistants often serve as a key point of coordination between program managers, participants, and supporting departments such as marketing, finance, and operations. They may help schedule meetings, track project milestones, and communicate updates to ensure everyone stays aligned. Effective collaboration skills are essential, as Programs Assistants regularly work with diverse teams to support event planning, reporting, and program delivery. Building strong working relationships and being responsive to requests can help streamline processes and contribute to successful program outcomes.
What are the most commonly searched types of Programs jobs in Buffalo, NY? The most popular types of Programs jobs in Buffalo, NY are:
What cities near Buffalo, NY are hiring for Programs Assistant jobs? Cities near Buffalo, NY with the most Programs Assistant job openings:
Programs Assistant jobs near you
Infographic showing various Programs Assistant job openings in Buffalo, NY as of August 2026, with employment types broken down into 1% As Needed, 78% Full Time, 18% Part Time, 1% Temporary, and 2% Contract. Highlights an 88% Physical, 1% Hybrid, and 11% Remote job distribution.

Program Assistant (Full Time/Mon-Fri 8a-4p)

Cazenovia Recovery Systems

Niagara Falls, NY • On-site

$18.36/hr

Other

Posted 25 days ago

Job description

General Role Description
This position is responsible for overseeing the day-to-day operations and administrative activities of the program.
Essential Duties and Responsibilities
• Answer and screen telephone calls; provide coverage at the front desk and manage visitor sign-ins.
• Distribute and stamp incoming mail to appropriate staff or residents
• Monitor, reorder, and manage office and toner supplies; Operate and troubleshoot office equipment as able, request further support from maintenance as needed.
• Assists with admission process, including the completion and signing of admission paperwork.
• Create and maintain group rosters and schedules, ensuring accuracy and timeliness.
• Support with DSS paperwork and follow-up tasks to ensure program compliance.
• Participate in rounds to monitor resident safety and assist staff with resident safety checks and bedroom turnover/assignments as needed
• Assist with the coordination of external appointments and schedules for residents, specifically in relation to coordination of transportation.
• Coordinate access management, including Fob access and key distribution for residents and staff.
• Support with coordination of Quest Lab appointments and discharge appointments.
• Maintain the HR information board and serve as the Communication Liaison for the program ensuring up-to-date memos and notices are posted and reviewing important information during meetings.
• Assist with activities of daily living (ADLs) for residents when necessary.
• Submit maintenance orders and support the implementation of the agency's policies and procedures.
• Effectively coordinate program-related bookkeeping duties, including rent collection, distribution of Petty Cash, and handling Program Needs Allowances (PNA), in line with agency policies and procedures.
• Oversee all office functions and ensure compliance with agency policies and procedures.
• Input data into the agency's database to ensure compliance and accurate record-keeping.
• Prepare program correspondence as requested by the Program Manager, ensuring clarity and professionalism.
• Organize and maintain program files for easy access and efficient management.
• Meet all job-related time requirements and deadlines as directed by the Program Manager.
• Actively participate in program and agency activities as required, maintaining a collaborative and supportive role. Monthly attendance at Events Committee meetings.
• Possess a general knowledge of contagious diseases (i.e., HIV, Hepatitis B, TB etc.) and takes precautionary measures to limit transmission.
• Serve on agency committees as requested, offering support and insight into relevant matters.
Requirements
Qualifications
• Minimum of a high school diploma or equivalent (GED)
• Enhanced Qualifications (but not required): Completion of a certificate program with a secretarial or office management course.
• A minimum of six months' paid secretarial experience preferred. This experience can include up to three months of volunteer or student field placement experience.
• Must possess a valid New York State driver's license and reliable automobile.
Salary Description
$18.36/Hour

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