Program Assistant

Program Assistant

The Program Assistant, is the primary mentor-facing staff member for all of Connecting Generations’ mentoring initiatives. This position serves as the first point of contact for all mentor-related inquiries, provides consistent communication and support to mentors, and ensures a smooth onboarding and training experience. The Program Assistant works closely with the Manager, Mentoring Programs to manage mentor applications, coordinate training, and support recruitment efforts, while also promoting the mission of Connecting Generations in the community.

Key Responsibilities

• Serve as the primary contact for current and prospective mentors, responding to questions, providing guidance, and ensuring a positive experience from inquiry through active participation.
• Manage all aspects of the mentor application process, including:
• Entering applicant information into the secure database
• Submitting and tracking background checks and child protection registry clearances
• Contacting and documenting applicant references
• Maintaining accurate, up-to-date application records and files in accordance with confidentiality requirements
• Oversee mentor onboarding and training by:
• Scheduling and organizing mentor training sessions (in-person and virtual)
• Communicating training details and reminders to participants
• Documenting attendance and rescheduling when necessary
• Becoming certified as a mentor trainer and assisting with training sessions, which may occasionally occur during evenings and weekends
• Support recruitment efforts by:
• Attending community events, information sessions, and networking opportunities to promote mentoring programs
• Prospecting and cultivating potential recruitment sites (schools, businesses, faith-based groups, community organizations)
• Drafting outreach letters and follow-up communications to individuals and organizations
• Engaging with potential mentors after events to guide them through the application process
• Collaborate with program staff and school coordinators to ensure a seamless process for matching mentors with students.
• Maintain ongoing mentor engagement through regular communication, survey follow-ups, and timely support.
• Participate in staff meetings, organizational events, and represent Connecting Generations at statewide functions as needed.
• Adhere to all organizational policies and contribute to advancing the mission of Connecting Generations.
• Assist with creating marketing materials, including social media posts, eblasts, brochures, websites, flyers, etc.
• Support the collection, analysis, and application of survey data to improve the mentor experience.
• Perform additional duties as assigned.

Work Schedule & Requirements

• Part-time, exempt position with a 29-hour work week.
• Occasional evening and weekend availability required.
• Travel within Delaware is expected for recruitment events and community outreach.
• Position is annually funded based on the organization’s fiscal year budget (typically approved in June).

Performance Review

• Reports directly to the Manager, Mentoring Programs.
• Works with the Manager to establish annual personal, professional, and programmatic goals.
• Meets annually with the Manager to review progress toward established goals.

Disclaimer

This description reflects the responsibilities of the position at the present time. The Executive Director and Director, Mentoring Programs, reserve the right to adjust duties or require additional tasks as organizational needs evolve.

Job Type: Part-time

Pay: $20.00 - $24.00 per hour

Benefits:

• Flexible schedule

Education:

• High school or equivalent (Preferred)

Work Location: In person