JOIN OUR TEAM!

Friendship Circle of Virginia is seeking a highly organized and dependable Program Admin to support our growing programs and events. This role is ideal for someone who enjoys keeping things organized, managing details, and working closely with a small team to help create meaningful and inclusive experiences for individuals and families of all abilities.

Job Title:

Program Admin

Location:

Friendship Circle of Virginia

Travel Required:

Yes

Office Hours:

20 Hrs/Week, WFH optional

Monthly Sunday Events

Occasional Weeknight events

Position Type

Pay

Hourly

$20-$25/hr (Depending on experience with room to grow)

Role and Responsibilities:
Administrative & Program Support: 
  • Provide administrative support to the Assistant Director
  • Work closely with the Assistant Director and Program Coordinator to support the administrative needs of programs and events
  • Maintain office calendars and send reminders for upcoming appointments, meetings, deadlines, and other scheduled activities
  • Schedule meetings, presentations, and other appointments as requested
  • Attend staff meetings and take and distribute meeting minutes and action items
  • Maintain organized digital and physical files, records, and program documentation
  • Assist with administrative follow-up and communication related to programs and events
  • Maintain database ensuring information is accurate and current
Program & Event Logistics: 
  • Make reservations for event locations and other program-related activities as directed
  • Reserve equipment, conference rooms, and other spaces needed for presentations, meetings, and programs
  • Confirm reservations and maintain accurate records of bookings
  • Support staff with logistical and administrative needs before, during, and after programs and events
  • Attend various programs which can occur on weeknights and Sundays
Financial & Expense Administration: 
  • Assist with processing payments related to event bookings and other program-related expenses
  • Assist with tracking incoming expenses and maintain accurate records
  • Organize receipts, invoices, and other financial documentation
  • Assist with monitoring program and event expenses and ensuring documentation is complete and up to date
  • Communicate with staff and vendors regarding payment-related administrative matters as needed
General Responsibilities: 
  • Provide general administrative assistance to the Assistant Director and program team as needed
  • Maintain confidentiality and handle organizational information responsibly
  • Participate in staff meetings, trainings, and organizational activities
  • Take on other administrative responsibilities as assigned
Qualifications:

Experience working with people with disabilities is required; direct experience in a disability-focused or inclusive organization is highly preferred. 

Possess very strong communication, organizational, and administrative skills with a desire to work in a fast-paced, small team environment and collaborate closely with the Assistant Director and other staff members. Respectful and professional toward all co-workers, volunteers, program participants, families, and community partners. Is highly detail oriented, organized, and able to manage multiple administrative responsibilities while maintaining accuracy and follow-through. Works well independently and is self-motivated, dependable, and able to take initiative.

Strong writing and communication skills, an ability to learn new systems and processes quickly, and a willingness to identify opportunities for improved organization and efficiency are essential. Must be trustworthy and able to handle financial, scheduling, and organizational information responsibly. Strong problem-solving skills and the ability to prioritize tasks and meet deadlines are important.
Personable, empathetic, and sensitive to the disability population and to youth and adults of all abilities. Must be comfortable interacting with a diverse range of individuals and supporting an inclusive environment. Proficiency in Google Workspace is a strong plus. Experience with administrative support, scheduling, expense tracking, payment processing, documentation, or process improvement is preferred.

Physical Requirements:
Ability to lift, carry, load, unload, transport, and set up event supplies and equipment, including items weighing up to 50 pounds.
Ability to stand, walk, bend, reach, and be physically active for extended periods during events and program activities.
Must be able to assist with event setup and breakdown, including moving tables, chairs, boxes, signage, supplies, and other event materials.
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