Program Assistant

Program Assistant Job Description

Job Title: Program Assistant

Department: Programs
Classification: Part-Time (Up to 30 Hours/Week), Hourly
Reports To: Program Director
Works In Collaboration With: Program Director, Mentor Site Directors, Mentor/Volunteer Coordinator
Effective Date: September 22, 2026

Position Summary

The Program Assistant serves as the administrative and operational support backbone for Ezekiel Ministries’ programs. This role ensures that the systems, documentation, data, communications, and general volunteer coordination that support volunteers, parents, children, and sites are executed with consistency and care. Working side-by-side with the Program Director, this position removes backend operational and logistical burden from the field so that site teams can remain focused on relationships, discipleship, and direct ministry with families.

This role supports both the Program Director and the needs of the Site Directors.  It is highly organized, detail-driven, relationally supportive, and essential to the health and sustainability of Ezekiel’s mentoring infrastructure.

Primary Responsibilities

• Group Mentoring Volunteer Onboarding and Placement: The Program Assistant maintains awareness of general volunteer needs across all group mentoring sites and works in close coordination with the Mentor/Volunteer Coordinator to place volunteers who want to serve in group mentoring. This includes calling references, supporting scheduling and placement logistics, making name badges, meeting the volunteer at the site to go over volunteer expectations, conducting a site tour and connecting the volunteer with the Site Director.
• Data, Platforms & Program Compliance: This role maintains accurate data across all core platforms by managing parent, student, and volunteer records in Playground and Monday Group Mentoring Boards. 
• Posting and Tracking Student Tuition: Following up on unpaid balances through Playground, and ensuring contact information remains current and compliant. Communicating with the Program Director any concerns related to parent payments.
• Mentor Supply Coordination: Responsibilities include maintaining the training supply inventory in the workroom; Mentor Handbooks (printing and binding to replenish), tracking the inventory of t-shirts, devotionals, books, workshop snacks/water and other materials.
• Site Support & Supply Coordination (Group Mentoring): Ensuring Site Directors are equipped with the right support for programs by meeting site specific needs including ordering supplies for curriculum needs and managing the Amazon Wish List to ensure field teams are equipped.
• Collaboration with Site Directors: The Program Assistant works in daily partnership with the Program Director to meet all administrative program needs. The Program Assistant also works with Site Directors to support student onboarding, manage field-generated paperwork, coordinate volunteer support as needed and provides the administrative infrastructure that allows Site Directors to remain primarily focused on relational ministry with children, parents, and mentors.
• Event Supplies: Make flyers, certificates and registration forms Canva/Monday for any internal communication as Program Director and Site Directors need regarding events at sites. (Thanksgiving Dinner, End of Year Celebration, Mentor & Me Events, etc.)

Team Rhythm & Communication

The Program Assistant participates in weekly team huddles, maintaining consistent communication with the Program Director, Mentor Site Directors, and the Mentor/Volunteer Coordinator to ensure alignment, clarity, and proactive problem-solving.

Qualifications

The ideal candidate demonstrates strong administrative and organizational skills, the ability to manage multiple online systems accurately (Playground, Monday, MailChimp, Canva), excellent written and verbal communication, and a high level of integrity and confidentiality. A deep alignment with Ezekiel Ministries’ Christian mission, values, and relational culture is essential.