Program Assistant

Job Summary The Volunteer Services Program Assistant provides experienced administrative and program coordination support to the City of Fort Collins Volunteer Services Program. Working closely with the Volunteer Services Program Manager, this position helps ensure that meetings, events, volunteer initiatives, and programs are well organized, efficiently implemented, and responsive to the needs of City departments and community members. This position is responsible for coordinating meeting and event logistics, managing schedules and communications, maintaining program records and data, supporting volunteer recruitment and assisting with the administration of the City’s internship program. The successful candidate is a highly organized, detail-oriented, and proactive administrative professional who can manage multiple priorities, anticipate needs, solve problems, and independently follow assignments through to completion. This position is primarily administrative and may offer remote work flexibility, depending on program needs and scheduled activities.

ESSENTIAL

DUTIES AND RESPONSIBILITIES

• Administrative and Program Coordination
• Provide day-to-day administrative support to the Volunteer Services Program Manager, including scheduling, correspondence, document preparation, data entry, recordkeeping, and project tracking.
• Organize and coordinate meetings, trainings, workshops, recruitment activities, volunteer events, and other program initiatives. meeting logistics, including scheduling, room reservations, invitations, registration, agendas, materials, technology needs, and follow-up communications.
• Maintain calendars, timelines, task lists, and project records to ensure deadlines are met and activities remain on track.-Maintain accurate electronic files, databases, spreadsheets, and program documentation.
• Anticipate administrative needs, identify potential scheduling or logistical challenges, and recommend practical solutions.
• Coordinate routine communications with City employees, volunteers, community partners, and other stakeholders.
• Internship Program Support
• Assist with the coordination and administration of the City’s internship program.
• Support internship recruitment, communications, onboarding, scheduling, and program activities.
• Coordinate meeting logistics and materials for interns, supervisors, and program participants.
• Maintain internship records and assist with tracking program milestones, communications, and administrative requirements.

Other Responsibilities

• Provide responsive, professional customer service to internal and external customers.
• Handle confidential information appropriately and exercise sound judgment when working with personnel, volunteer, and program records.
• Perform other related duties as assigned