Program Assistant

ABOUT NEW SOLUTIONS

Selected as the #1 "Best Nonprofit to Work for" in 2025 by The NonProfit Times, NEW Solutions helps federal government agencies to accomplish their mission by providing skilled and experienced workers in professional, administrative, technical and scientific positions.

JOB SUMMARY

Facilitate program administration and operational support to ensure the effective and efficient delivery of program activities and to support continued organizational growth. Coordinates critical administrative functions, enrollee (program participants) personnel processing, records management, and special projects that support day-to-day program operations. Ensures established policies, procedures, and program practices are followed, including maintaining accurate records, managing electronic systems, and supporting compliance with applicable federal and state requirements. Identifies opportunities to improve processes, strengthen operational efficiency, and promote consistency across program functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Program and Administrative Support
• Provides administrative and operational support to program team members to facilitate efficient day-to-day program operations.
• Performs filing, scanning, electronic document management, and records archiving to ensure accurate documentation and compliance with record retention requirements.
• Maintains critical program files and administrative records, including enrollee personnel files and supporting documentation.
• Develops and maintains organized systems and procedures for storing, tracking, and retrieving enrollee personnel information.

Enrollee (Program Participants) Personnel Records and Processing

• Coordinates the collection, review, and maintenance of required enrollee documentation, including FAPIIS/SAM checks, Motor Vehicle Records (MVRs), Form I-9 documentation, and other program-required records.
• Processes personnel actions for new and existing enrollees within electronic data systems, including wage adjustments, authorized-hours changes, Monitor assignments, and other personnel updates.
• Ensures enrollee personnel records and electronic systems are maintained accurately and updated promptly.

Communication and Customer Service

• Serves as a liaison between the Program Director, Program Manager, Recruiters/Program Specialists, and other internal and external stakeholders to support effective communication and coordination.
• Responds to routine program-related inquiries and guides program procedures, travel forms, holiday policies, and other operational matters.
• Provides responsive, professional, and customer-focused support to enrollees, staff, agency representatives, and other program stakeholders.

Process Improvement and Systems Management

• Identifies opportunities to improve the accuracy, quality, and efficiency of administrative and program operations.
• Recommends and implements process improvements, including developing or updating procedures and eliminating outdated or unnecessary practices.
• Develops and maintains tracking systems to organize, monitor, and communicate program activities, assignments, and deadlines.
• Supports workflow improvements and promotes consistency in processes and procedures across program operations.

Training, Compliance, and Organizational Support

• Supports internal and external audits by gathering, organizing, reviewing, and maintaining required program documentation.
• Provides ongoing guidance to current staff and assists with training new employees on program procedures, administrative processes, and electronic systems, including data entry.
• Participates in special projects and organizational initiatives that support program effectiveness, operational improvements, and the continued growth of NEW Solutions.

Performs other related duties as assigned.

QUALIFICATIONS AND SKILLS

• Demonstrated experience in program administration, operational support, personnel records management, and coordination of program activities. Ability to communicate effectively, both verbally and in writing, in person, by telephone, and through email with individuals at all levels, including enrollees, Monitors, staff, and external stakeholders. Knowledge of personnel policies, procedures, recordkeeping requirements, and applicable federal and state employment laws and regulations. Strong organizational, time management, planning, and interpersonal skills, with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail. Excellent customer service skills, a positive and professional attitude, and the ability to research, assess, and respond to personnel and program-related questions and concerns. Ability to identify process improvements, develop and maintain tracking systems, and establish consistent procedures to support efficient program operations. Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, with the ability to quickly learn and effectively use specialized software applications and electronic data systems. Ability to work independently and collaboratively in a team-oriented, remote work environment.

The requirements listed above are representative of the knowledge, skills, and/or abilities required.

EDUCATION AND EXPERIENCE

• Associate's Degree Bachelor's Preferred
• 2 - 4 Years 5 - 7 years Preferred

Education and experience requirements may be substituted on a year-for-year basis by relevant, demonstrated, progressive, and directly related education/work experience.

Compensation and Benefits:

We offer a competitive compensation package designed to support your well-being and professional growth. Our benefits include:

• Competitive Salary: Aligned with industry standards and based on experience and qualifications
• Health Benefits: Medical, dental, and vision insurance plans with employer contributions.
• Retirement Planning: 401(k) plan with the company matching to help you build financial security.
• Paid Time Off: Inclusive of vacation days, sick leave, holidays, and personal days
• Continuous Learning: Opportunities for professional growth via an extensive Learning Management System
• Wellness Support: Employee assistance programs and resources to promote work-life balance

We are committed to providing benefits that support your overall health, financial stability, and career development.

PHYSICAL REQUIREMENTS

Physical requirements include the dexterity to reach, stand, climb, move, finger keyboards, lift light loads, and the ability to also function in a stationary position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. NEW Solutions is an Equal Opportunity Employer and committed to a work environment free from discrimination and harassment in any form. It is NEW Solutions' policy to comply with all applicable laws that provide equal opportunity in employment for all persons and to prohibit unlawful discrimination in employment.