Hanley Foundation, a non-profit organization with a mission of eliminating addiction through prevention, advocacy, and recovery support seeks a Program Services Assistant to provide quality administrative support to the Chief Program Officer (CPO). The Program Services Assistant coordinates the administrative duties in support of the CPO and Prevention staff to ensure efficient operation of the Prevention Department. This is an exciting opportunity to join a growing team in an industry leading organization with a culture that values innovation, integrity, and teamwork.

Main Duties and Responsibilities:

• Handles office tasks such as typing, filing, answering phones, generating reports, receiving, and distributing mail and department forms, and coordinating meetings.
• Maintains scheduling calendar for Prevention Department and CPO.
• Coordinates scheduling for facility conference rooms for staff.
• Provides support to Prevention Department staff.
• Maintains physical and electronic confidential files.
• Compiles weekly and monthly benchmark reports.
• Compiles and maintains letter of agreements for all Prevention programming.
• Processes all Prevention programs expense documentation.
• Maintains record of revenue/expenses for Prevention Department.
• Maintains department financial records.
• Maintains department library and training resources.
• Coordinates orders for program needs and office supplies.
• Facilitates required training for staff and maintains records.
• Coordinates all volunteers.
• Completes billing and reports for all contracts.
• Accurately completes weekly/monthly and quarterly reporting to state agency.
• Assists with the development of PowerPoint presentations, grants, and reports.
• Facilitates travel arrangements for CPO and other Prevention staff.
• Evaluates existing processes and proposes necessary improvements, as applicable.
• Engages proactively with Foundation staff, vendors, external parties, & other stakeholders.
• Performs ad-hoc administrative and support tasks as needed.
• Keeps the CPO apprised of critical information and Foundation developments.
• Collaborates with staff on Hanley Foundation and community partner events.

Knowledge Skills and Abilities:

· Excellent verbal and written communication skills.

· Mastery of essential general office procedures.

· Ability to type 45 correct words per minute.

· Ability to prioritize and coordinate multiple assignments.

· Exceptional computer (Excel, Word, Outlook, and PowerPoint), typing, organizational and communication skills.

· Ability to maintain confidentiality.

· Ability to communicate effectively with coworkers and external customers

· Positive and collaborative attitude, with a team-first worldview.

· Ability to take responsibility & receive feedback.

· Meticulous attention to detail and data accuracy.

· Strong problem solving and decision-making capabilities.

· Team player, while also able to take initiative and work independently.

Education/Experience Qualifications:

· Bachelor’s degree preferred, or a minimum of two years of two years of general office experience; preferably in an HR department.

· Minimum of two years of general office experience; preferably in a non-profit organization.

· Proficient to advanced knowledge of Microsoft Office (Outlook, Excel, Word, and Teams).

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• West Palm Beach, FL 33401: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you willing to undergo a background check and drug screening, in accordance with local law/regulations?

Work Location: One location