Program Assistant Jobs
Program assistant jobs are open across healthcare, nonprofits, government agencies, and higher education, from entry-level to senior coordinator roles, with specializations in project support, administrative operations, and community outreach programs. Find a role that fits below and apply directly.
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Job Description
JOB SUMMARY: This support member of the Assertive Community Treatment (ACT) multidisciplinary team is responsible for organizing, coordinating, and monitoring all non-clinical operations of ACT under the direction of the team leader; providing receptionist activities including triaging calls, coordinating communication between the team and clients, de-escalating situations with individuals; assisting individuals, their families, and agencies to get answers to questions; serve as liaison of accounting and budget records for individuals; maintaining accounting and budgeting records for program expenditures; and operating and coordinating the management information system.
ESSENTIAL FUNCTIONS:
1. Fiscal Management - Maintain disbursement accounts to include documentation and reporting requirements. Maintain the designated sites inventory system (i.e., purchasing and monitoring of facility supplies, office supplies and equipment). Approve credit card allocations as assigned. Complete and submit purchase orders as needed. Maintain and review with the team leader the unit budget for operation of the ACT facility and assure all purchases of supplies and equipment remain within the budget.
2. Payee Services - Serve as liasion for dispursement of money to individuals according to individual budgets, treatment plan, and representative payees.
3. Facility Management - Oversee the maintenance and security of the ACT office. Oversee scheduling the use of vehicles as well as assuring maintenance and upkeep. Prepare the monthly staff work schedule and recommend and revise policies and procedures pertaining to these schedules in accordance with labor contract agreements.
4. Human Resources - Oversee the maintenance of the psychiatrist's schedule within Credible that reflects appointments, meetings, training, leave, etc. Perform Kronos timekeeper responsibilities for assigned staff. Recruit and hire for vacant office positions. Perform verification of education for staff as needed. Obtain employment references as needed.
5. Records Management - Monitor individual electronic health records and office procedures to ensure compliance with all applicable regulations. Oversee procesing of request of records information. Respond to request from individuals and agencies regarding counseling center services according to established policies and procedures. Record admissions and discharges to provide a source of information for statistical reports. Inform and consult ACT staff for the proper maintenance of ACT clinical records and conduct in- service training for ACT staff regarding clinical record requirements.
6. Reimbursement - Serve as liaison between ACT, DSS services for Medicaid Spend Down. Submit billing reports / follow up to ensure the notice has been received for billing purposes. Communicate with the reimbursement department for spend down individuals.
7. Reporting - Generate and review reports as needed to ensure appropriate data entry as well as billing.
8. Customer Service - Greet people at the ACT office and answer telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are availiable; (4) attend to symptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staff or of those who come in with a clear purpose; and (5) decide when and how quickly to refer calls to other staff. Assess and report clinical behaviors and information (such as poor self-care, medical problems, and increased overt symptoms such as agitiation) that are out the ordinary for that particular individual. Assist nurses in ordering medication for individuals from pharmacies according to state purchasing regulations.
9. Meetings/Trainings - Attend meetings, as assigned by supervisior, held for a variety of purposes, to include staffing, business meetings, office manager meetings, and trainings. Take minutes as needed. Keep mandatory training up-to-date. Provide office support trainings as needed. Serve on committees as assigned.
Job Requirements
QUALIFICATIONS:
Basic accounting skills.
Good written and oral communication skills.
Knowledge of office procedures and office equipment.
Ability to interact with individuals in a person centered, positive and supportive manner. Organizational and time management skills.
Basic supervisory skills.
Knowledge of Severe Mental Illness (SMI).
EXPERIENCE/EDUCATION REQUIRED:
Office management experience preferred.
Mount Rogers Community Services is a equal opportunity employer.
Job Description
JOB SUMMARY: This support member of the Assertive Community Treatment (ACT) multidisciplinary team is responsible for organizing, coordinating, and monitoring all non-clinical operations of ACT under the direction of the team leader; providing receptionist activities including triaging calls, coordinating communication between the team and clients, de-escalating situations with individuals; assisting individuals, their families, and agencies to get answers to questions; serve as liaison of accounting and budget records for individuals; maintaining accounting and budgeting records for program expenditures; and operating and coordinating the management information system.
ESSENTIAL FUNCTIONS:
1. Fiscal Management - Maintain disbursement accounts to include documentation and reporting requirements. Maintain the designated sites inventory system (i.e., purchasing and monitoring of facility supplies, office supplies and equipment). Approve credit card allocations as assigned. Complete and submit purchase orders as needed. Maintain and review with the team leader the unit budget for operation of the ACT facility and assure all purchases of supplies and equipment remain within the budget.
2. Payee Services - Serve as liasion for dispursement of money to individuals according to individual budgets, treatment plan, and representative payees.
3. Facility Management - Oversee the maintenance and security of the ACT office. Oversee scheduling the use of vehicles as well as assuring maintenance and upkeep. Prepare the monthly staff work schedule and recommend and revise policies and procedures pertaining to these schedules in accordance with labor contract agreements.
4. Human Resources - Oversee the maintenance of the psychiatrist's schedule within Credible that reflects appointments, meetings, training, leave, etc. Perform Kronos timekeeper responsibilities for assigned staff. Recruit and hire for vacant office positions. Perform verification of education for staff as needed. Obtain employment references as needed.
5. Records Management - Monitor individual electronic health records and office procedures to ensure compliance with all applicable regulations. Oversee procesing of request of records information. Respond to request from individuals and agencies regarding counseling center services according to established policies and procedures. Record admissions and discharges to provide a source of information for statistical reports. Inform and consult ACT staff for the proper maintenance of ACT clinical records and conduct in- service training for ACT staff regarding clinical record requirements.
6. Reimbursement - Serve as liaison between ACT, DSS services for Medicaid Spend Down. Submit billing reports / follow up to ensure the notice has been received for billing purposes. Communicate with the reimbursement department for spend down individuals.
7. Reporting - Generate and review reports as needed to ensure appropriate data entry as well as billing.
8. Customer Service - Greet people at the ACT office and answer telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are availiable; (4) attend to symptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staff or of those who come in with a clear purpose; and (5) decide when and how quickly to refer calls to other staff. Assess and report clinical behaviors and information (such as poor self-care, medical problems, and increased overt symptoms such as agitiation) that are out the ordinary for that particular individual. Assist nurses in ordering medication for individuals from pharmacies according to state purchasing regulations.
9. Meetings/Trainings - Attend meetings, as assigned by supervisior, held for a variety of purposes, to include staffing, business meetings, office manager meetings, and trainings. Take minutes as needed. Keep mandatory training up-to-date. Provide office support trainings as needed. Serve on committees as assigned.
Job Requirements
QUALIFICATIONS:
Basic accounting skills.
Good written and oral communication skills.
Knowledge of office procedures and office equipment.
Ability to interact with individuals in a person centered, positive and supportive manner. Organizational and time management skills.
Basic supervisory skills.
Knowledge of Severe Mental Illness (SMI).
EXPERIENCE/EDUCATION REQUIRED:
Office management experience preferred.
Mount Rogers Community Services is a equal opportunity employer.
Program Assistant Jobs by Experience Level
Top Cities Hiring Program Assistants
Explore program assistant openings in the cities hiring most right now.
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Find Program Assistant JobsProgram Assistant Job Market
Who's Hiring
- Active Day17
- THE VILLAGES OF INDIANA17
- US Department of Veterans Affairs17
- YMCA15
- Aegis Therapies15
Top Industries Hiring
- Education13
- Healthcare & Medical Services8
- Banking & Financial Services4
What Employers Look For
The qualifications that appear most often in program assistant jobs.
- Associate or bachelor's degree in a related field such as public administration, social work, or communications
- One to two years of administrative or program support experience in an office setting
- Proficiency in Microsoft Office Suite including Word, Excel, and Outlook
- Strong written and verbal communication skills for internal and external correspondence
- Experience maintaining databases, filing systems, or tracking program participant data
- Ability to manage multiple tasks and deadlines with minimal supervision
Tips for Your Program Assistant Job Search
Tailor your resume to program language
Program assistant postings often name specific program types, like workforce development, grant-funded initiatives, or youth services. Mirror that exact language in your resume rather than generic terms like 'administrative support' so your application clears automated screening.
Highlight coordination tools you have used
Employers expect familiarity with scheduling software, database entry systems, and document management platforms. Name the specific tools you have worked in, even if briefly, because vague phrases like 'proficient in office software' carry almost no weight in program assistant applications.
Apply early to roles that fit
Migrate Mate lists program assistant openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Target organizations by funding source
Grant-funded and federally contracted programs often have predictable hiring cycles tied to fiscal years. Searching by nonprofit status or government contractor employers, rather than by job title alone, helps you catch openings before they close early due to funding timelines.
Prepare specific examples of juggling competing tasks
Program assistant interviews almost always include a question about managing multiple priorities at once. Before your interview, prepare two concrete examples where you tracked parallel deadlines, named the tools you used, and described the outcome so you can answer quickly and precisely.
Follow up within five business days of applying
Many program assistant roles sit inside busy departments where hiring moves slowly. A brief, professional follow-up message to the hiring contact after applying demonstrates the organizational initiative the role itself requires and keeps your application visible without being intrusive.
Program Assistant Jobs: Frequently Asked Questions
Which companies are hiring the most program assistants?
The most active employers for program assistants right now are Active Day, THE VILLAGES OF INDIANA, and US Department of Veterans Affairs, and the most openings are in New York, California, and Massachusetts, based on current listings on Migrate Mate as of November 2026. Nonprofit organizations, government agencies, and universities tend to post program assistant roles most consistently throughout the year.
How many program assistant jobs are remote?
About 31% of program assistant openings are fully remote or hybrid as of November 2026, though availability varies significantly by sector. Program assistant roles in grant management, research coordination, and policy support tend to have the highest share of remote and hybrid arrangements compared to direct-service or community-facing program roles.
How do you become a program assistant?
Most program assistant roles require at least an associate degree and some administrative experience, though entry-level positions exist for candidates who can demonstrate strong organizational skills. Build your candidacy by gaining experience in data entry, scheduling, or office coordination, learning common program management tools, and volunteering or interning with nonprofits or government offices to add relevant context to your resume.
Can I get a program assistant job with little or no experience?
Yes, many entry-level program assistant roles are explicitly designed for candidates with limited professional experience. Emphasize transferable skills from coursework, volunteer work, campus organizations, or customer-facing jobs, particularly any experience tracking information, coordinating schedules, or communicating across teams. Targeting smaller nonprofits and community organizations often gives first-time applicants the best chance of landing an interview.
What does the program assistant interview process look like?
Program assistant interviews typically begin with a phone or video screen focused on your background and availability, followed by one or two rounds with the hiring manager or program team. Expect scenario-based questions about prioritizing tasks, handling confidential information, and supporting a program through a busy period. Some employers include a short written or skills assessment to test communication and attention to detail.
Where can I find and apply to program assistant jobs?
You can find and apply to program assistant jobs on Migrate Mate, which lists current openings from across the United States. Find roles that match your experience and location, then apply directly to each listing.
See All 1,898+ Program Assistant Jobs
Find roles that match your experience and apply in just a few clicks.
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