Program Assistant Jobs

The LISC Virginia office is focused on affordable housing, economic development, along with capacity and wealth building opportunities for LMI families. Visit us at www.lisc.org/virginia

Job Overview

Local Initiatives Support Corporation (LISC) seeks an organized, professional to become the Program Assistant in its Virginia office.

The Program Assistant will be responsible for ensuring efficient office operations by providing a range of administrative functions to support the LISC office. In addition, the Program Assistant will provide support to the Richmond team to ensure grant/contract management is timely and accurate and programs are administered smoothly and effectively. Responsibilities include grant administration, compliance and disbursements, and financial management. The successful candidate must be proactive, organized, familiar with budgeting, able to perform multiple tasks and work well with others; possess outstanding administrative and computer skills; and have excellent oral and written communication skills.

The Program Assistant will work closely with the Executive Director and Program Officers to develop and enhance the daily administrative and operational systems for the LISC VA office including financial and contract management, information and client management, office logistics and hospitality, and scheduling support. Responsibilities will include:

Administrative Responsibilities

• Order office supplies and manage inventory to ensure adequate supplies for the office and staff
• Plan and coordinate events logistics to include: trainings, conferences, and special events
• Work with LISC IT to maintain/troubleshoot LISC operating systems, software, applications, computer & other office equipment
• Administer, track, and update donor lists, records, and communication materials used for fundraising
• Develop and enhance processes/procedures to effectively manage daily office operations
• Assist with Local Advisory Committee meetings (minutes, logistics, and meeting coordination) and other committees
• Process and track local office revenue and expenses monthly for accuracy; provide financial management support to include: invoicing, updating payment status, proactively communicating with LISC National finance and accounting teams
• Distribute mail, overnight packages, respond to phone and email inquiries from the public, maintain office and meeting space, proactively ensure office is prepared for meeting and guests
• Process all incoming checks, gifts, grants and track status of all receivables

• Develop and maintain strong working relationships with local Program staff and national LISC backroom operations staff

• Assist staff in various program processes including: collection of partner information/data and program outcomes; processing and monitoring grants/consultant agreements; monitoring grant and consultant performance to ensure alignment with agreed scope of work; processing disbursements and financial drawdowns and maintaining program records to ensure all office files are accurate and up-to-date on a regular basis. Oversee and manage electronic file management, with paper files as required.
• Work with the following LISC platform of software to accomplish tasks: Salesforce, Certify, NetSuite, ADP and Box
• Provide administrative support to the LISC Richmond team
• Coordinate with the National Communications team, prepare content for publication including newsletters and press releases and as required update our social media accounts & mailing list

Executive Director and Local Advisory Committee Support:

• Working with the Executive Director and Program Officers, establish and populate a client management system using Access with connections to Outlook and Salesforce

• Assist the Executive Director with logistic support for job postings and recruitment
• Assist with staff onboarding and training
• Assist with internal/external and Local Advisory Committee meetings, with responsibility for minutes, logistics, and meeting coordination.
• Maintain Executive Director’s calendar, schedule appointments and conference calls, manage invitations, and coordinate travel arrangements.
• Handle Executive Director travel arrangements including car rentals, flights and hotels.

Program Responsibilities

• Track data and develop accurate, accessible, and up-to-date grant applications and reports on grantee/partner projects and program accomplishments
• Support asset management by maintaining tracking and reporting on recoverable grants and loans
• Support Financial Management and Grants Management, including tracking and reporting on grant outcomes, processing financial reports, processing grant disbursements, and supporting grant compliance
• Review service provider partner outcomes in Salesforce, create written reports and effectively communicate with program partners and funders to maintain relationships within the community
• Provide logistical and programmatic support for LISC Virginia programming
• Support program officers in advancing all areas of programmatic work including tracking and reporting on grant outcomes, preparing grant agreements, reviewing financial reports, processing grant disbursements, and supporting grant compliance
• Monitor and update internal reports and data lists
• Support grantees and applicants to compile needed documentation and answer applicant inquiries
• Perform other related duties as assigned

Office Logistics and Hospitality:

• Assist with site selection for new space and manage the logistics of 2020 office move;
• Serve as the primary contact for the current facility

• Provide logistic support for meetings, trainings, workshops, information sessions, orientations, conferences and special events. To accommodate our stakeholders, periodic evening and weekend work may be required. Interested candidates must be comfortable traveling and working within a wide range of neighborhood and professional settings.

• Order office and kitchen supplies, manage inventory and maintain adequate supplies for the office and staff.
• Meet and greet visitors, distribute mail, overnight packages, answer phones and direct inquiries, and maintain office, kitchen and meeting space.

Qualifications

• Experience working effectively with diverse staff and stakeholders
• Work independently and as a part of a team
• Excellent customer service skills
• Facilitate multiple and varied projects with strong attention to detail, organization, and accuracy
• Associate’s Degree from an accredited college or university or comparable work experience can be used as proxy
• Familiarity with social media, web development and Photoshop a plus
• Proficiency in Microsoft Office Suite applications, Salesforce, BOX and virtual meeting platforms
• Experience analyzing and organizing conceptual and quantitative information
• Minimum 5 years’ related work experience in administration or community development preferred
• Excellent writing and communication skills

Compensation: LISC offers a competitive salary and excellent benefits.

Compensation

LISC offers a competitive salary and excellent fringe benefits.