Program Assistant
(This position is a hybrid position, working mostly remote. We are authorized to hire Washington residents only. Traveling to Tukwila WA is required a minimum of four times a year, more often for King County residents.)
About the role
The Program Support Assistant is a full-time, hourly position that provides cross-functional administrative and technical assistance across multiple programs. As part of a shared staffing model, this role is designed to respond to varying program needs, rotating between departments based on workload, staffing gaps, or special initiatives. The Program Support Assistant will collaborate closely with other staff to ensure consistent service delivery and strong participant support.
This is a hybrid position requiring accountability and the ability to complete tasks independently while remaining responsive and collaborative during work hours. The ideal candidate is organized, detail-oriented, and adaptable to varying program structures, timelines, and systems. A strong ability to engage and assist diverse groups with empathy and professionalism is essential for this role.
Essential functions
- Managing incoming calls and responding to participant inquiries via phone, email, and virtual platforms, providing clear information about program requirements, processes, and eligibility.
- Support phone outreach efforts to increase awareness of Imagine Institute programs among eligible participants and partners.
- Provide administrative and logistical support to assigned program teams, including scheduling, filing, email communication, and data entry.
- Maintain accurate participant records using Salesforce, Excel, and other program-specific tools.
- Troubleshoot client issues and provide technical assistance related to applications, event registration, or online systems.
- Assist with event coordination including registration tracking, material preparation, and communication with stakeholders.
- Rotate between programs based on organizational needs, providing consistent and high-quality support across departments.
- Attend team meetings and trainings to stay current on Imagine programs and protocols.
- Assist with special projects and cross-departmental initiatives as assigned.
Qualifications
- At least 2 years of experience in a program support or administrative role.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
- High level of comfort with learning and using online databases or CRMs; experience with Salesforce is a plus.
- Good verbal and written communication skills.
- Demonstrated ability to manage multiple priorities and meet deadlines in a dynamic environment.
- Strong organizational skills and attention to detail.
- Ability to work independently and collaboratively across departments.
- Culturally responsive and respectful of diverse communities and work environments.
Requirements
- Must be able to sit or stand for long periods of time using office equipment and a computer.
- This is a hybrid position. Team members are expected to be consistently available, responsive, and accessible during their scheduled work hours to ensure collaboration and timely communication across teams.
- Position may require moderate lifting of supplies and materials from time to time.
- Must have a high level of comfort with online technology to include databases and CFM’s.
- Collaborative and flexible team player with strong organizational and interpersonal skills.
- Ability to work independently and simultaneously on multiple tasks with conflicting deadlines.
- This position may requires occasional work outside a traditional schedule, including some evening hours and weekends. When this is required, advance notice is generally given.
- Commitment to the diversity and dynamism of participants, colleagues, and stakeholders.
