Program Assistant

Description: Program Assistant

Position Title: Program Assistant
Location: Center Conway, NH 
Employment Type: Full-Time
 

Position Overview:

In this newly created position, the Program Assistant plays a crucial role in supporting the mission of Assistance Canine Training Services (ACTS). This position is responsible for maintaining accurate donor records, coordinating the client and volunteer application process, managing canine records, and ensuring smooth daily operations. The ideal candidate will be detail-oriented, organized, and possess excellent communication skills, with a strong ability to multitask in a dynamic environment.

Key Responsibilities:

1. Data Management & Donor Relations:
   • Utilize Salesforce software to manage and maintain accurate donor records.
   • Perform timely and accurate data entry of all charitable gifts.
   • Prepare and send gift acknowledgment letters and communications to donors.
   • Steward donor relationships through consistent and professional communication via phone, email, and written correspondence.
   • Generate reports and coordinate mailings as needed.
2. Canine Records & Client Coordination:
   • Update and maintain comprehensive records for all service and facility dogs in training.
   • Screen and assist applicants for service and facility dog placements.
   • Coordinate and manage the client application process, ensuring all required documentation and communications are handled efficiently.
   • Coordinate the Team Training Process for each training session, ensuring all logistics and client needs are met.
3. Customer Service & Communications:
   • Answer incoming emails and phone calls, providing excellent customer service and addressing inquiries promptly.
4. Fundraising & Event Management:
   • Coordinate and manage local fundraising events
   • Support Directors with administrative needs
   • Update and maintain website, social media and other platforms as needed.
5. Volunteer Management:
   • Serve as the first point of contact for all volunteer applicants.
   • Maintain effective and accessible volunteer application processes.
   • Manage and maintain the volunteer database with current and accurate records of all volunteer applications and required forms.
6. Technology & IT Support:
   • Serve as the primary point of contact for phone and IT needs.
   • Assist with troubleshooting and resolving basic IT issues.
   • Coordinate with external IT support providers as necessary to ensure all systems function smoothly.

Qualifications:

• Experience with CRM database software; proficiency in Salesforce is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and email systems. 
• Nonprofit experience is a plus.
• Excellent organizational skills with attention to detail.
• Strong communication skills, both written and verbal.
• Ability to multitask and manage time effectively.
• Experience in customer service, data entry, and event coordination preferred.
• Comfortable working in an environment with dogs and handling dogs as needed.
• Valid driver’s license and reliable transportation for work-related travel.

Physical Demands and Work Environment:

• Work is performed in a highly active environment with exposure to a wide variety of challenges, deadlines, and diverse employee and client populations.
• Daily exposure to dogs in the office environment should be expected.
• May be required to handle dogs, with or without training, as needed.
• Position may require the occasional lifting of up to 30 pounds.
• Required to use a personal vehicle to travel to potential community partner locations, training, solicitations, or other community engagement activities.