Program Manager Assistant

Job Title: Assistant, Family and Program Manager

Organization: Friendship Circle of Miami

Reports To: Family and Program Manager

Position Type: Full-Time

The Family and Program Manager Assistant is a critical support role that helps ensure the smooth operation of Friendship Circle of Miami’s programs and services. Working closely with the Family and Program Manager, this individual will provide administrative, technical, and programmatic support, allowing the manager to focus on broader strategic initiatives.

This role requires a self-starter who is highly proactive, detail-oriented, and capable of anticipating program needs. The ideal candidate will have strong technical skills (including Salesforce and IT troubleshooting), experience with financial tracking, and a background in working with individuals with special needs. This is an excellent opportunity for someone who thrives in a supportive, fast-paced, and mission-driven environment.

• Programmatic & Administrative Support

• Assist the Family and Program Manager in coordinating and executing Friendship Circle programs and events.
• Serve as a point of contact for families, volunteers, and community partners, ensuring smooth communication and support.
• Manage scheduling, logistics, and documentation for program activities.
• Prepare materials, reports, and presentations as needed.
• Support program coordination, including scheduling of family intakes and following up on inquiries.
• Maintain and update the Salesforce database, ensuring accuracy and efficiency.
• Generate reports to track family participation, volunteer engagement, and program success metrics.
• Ensure data integrity and organization for program evaluation and reporting.

• Financial Tracking & Grant Support

• Assist with expense management, including tracking budgets, processing invoices, and reconciling program-related expenses.
• Provide administrative support for grant applications and reporting by compiling necessary data and documentation.
• Maintain organized financial records to support internal and external reporting needs.
• Troubleshoot basic IT issues related to software, websites, databases, and equipment.
• Assist in optimizing program management software for event registration, communication, and tracking.
• Assist in creating social media and marketing collateral.

• Special Needs Program Support

• Work closely with the Family and Program Manager to ensure an inclusive and supportive environment for all participants.
• Assist in implementing best practices for working with individuals with special needs during programs and activities.
• Provide hands-on support during events, helping to create a welcoming and engaging experience for families and volunteers.

• Education: Associate’s or Bachelor’s degree in Special Education, Nonprofit Management, Business Administration, Information Technology, or a related field.
• Experience: Previous experience assisting in program management, event coordination, or administrative roles. Background in working with individuals with varying special needs in an educational or community setting. Data management experience working within a CRM (Salesforce, etc). Experience with financial tracking, grant support, and IT troubleshooting is a plus.
• Skills: Bilingual preferred, fluent in both English and Spanish. Self-starter with a proactive approach to problem-solving and task management. Ability to work independently while also being a team player in a supportive role. Strong technical and IT skills, including proficiency in Salesforce, Google Workspace, and Microsoft Office. Highly organized and detail-oriented, with the ability to manage multiple priorities effectively. Excellent written and verbal communication skills.
  
  Passion for working in an inclusive, community-focused environment.
• Compensation:
  Competitive salary based on experience and expertise.
• Benefits include:
  Fifteen paid days off per year, in addition to national holidays. Opportunities for professional development and training. A supportive, mission-driven work environment where you can make a meaningful impact.

This position is perfect for someone who is organized, tech-savvy, proactive, and eager to provide essential support to ensure the success of delivering the mission of the Friendship Circle of Miami through our programs. Please note that the responsibilities outlined above are not exhaustive and additional duties may be assigned as needed to support the organization’s mission and goals.

• Entry level

• Full-time

• Administrative

• Individual and Family Services