Job Description for the Program Assistant position. Review job description, requirements, and qualifications. Apply or register interest for the position.

Title: Program Assistant

Position Type: Staff Full-Time

Days Per Week: Monday - Friday

Hours Per Week: 40

VP Area: Office of the Provost and Academic Affairs

Department: Center for Access and Success

Location: Elon Main Campus

Position Summary

The Program Assistant for the Center for Access and Success (CAS) serves as a central administrative and programmatic support professional for the Center’s daily operations and signature initiatives. This role provides broad operational, logistical, budgetary, communication, and event support across multiple access and success programs, including the Odyssey Scholars Program, First-Generation Student Support Services, The Village Project, and emerging grant-funded initiatives.

The Program Assistant helps ensure the smooth implementation of student-facing programs and center-wide priorities by supporting office operations, financial processes, event logistics, student support workflows, communication efforts, assessment processes, and the development of sustainable systems and standard operating procedures. This role requires a highly organized, efficient, and adaptable professional who can manage multiple priorities in a collaborative, student-centered environment. The successful candidate will demonstrate strong critical thinking and sound judgment, maintain a high level of discretion and confidentiality, and possess excellent written, verbal, and interpersonal communication skills.

A strong attention to detail, commitment to accuracy, and ability to work both independently and as part of a team are essential. Occasional evening and weekend responsibilities may be required.

Benefits of Working at Elon

As an Elon University employee, you’ll join an internationally acclaimed university with a commitment to fostering a thriving community. Ranked among the most innovative, creative and best-run universities in the nation, Elon’s personal approach to education extends to employees, whose growth, professional development and success is a hallmark of our training and advancement opportunities.

Elon University’s home is the charming town of Elon, North Carolina, a small, friendly community located a short distance from the beach and the mountains, and among the vibrant cities of Greensboro, Raleigh and Durham. In addition to the beautiful canopy of historic oak trees iconic to our campus, you’ll find boundless opportunities for family-friendly recreation, cultural events and outdoor activities. Hiking, water sports, fine dining and entertainment are just a few of the many happenings in the Elon area, making the region one of the nation’s premier travel destinations.

Employees at Elon enjoy a generous and comprehensive benefits package that includes:

28 annual days off, including holidays and vacation.

Immediate tuition remission for undergraduate courses

Tuition remission for approved graduate-level courses after 12 months of employment.

Retirement plan with an 8 percent contribution from the university.

Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.

Free use of campus fitness facilities.

Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.

Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service. After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

Elon values and celebrates the diverse backgrounds, cultures, experiences and perspectives of our community members. As an equal opportunity employer, Elon’s principles of diversity extend to race and gender identity, age, disability status, veteran status, sexual orientation, religion, and other aspects of one’s identity. At Elon, our employees respect human differences, passion for lifelong learning, emphasis on personal integrity and an ethic of service.

Minimum Required Education and Experience

• Bachelor’s degree required
• Prior experience in area(s) of college access; college advising; college admissions; student instruction, mentorship and advising; and/or other educational nonprofits
• Strong interpersonal, public speaking, communication, and writing skills
• Demonstrated commitment to promoting educational equity for underrepresented students

Preferred Education and Experience

• Master’s degree in higher education, education, public administration, student affairs, nonprofit management, social work, public service, or another closely related field.
• Experience working in higher education, college access, student support services, community-based organizations, or nonprofit settings.
• Experience supporting programs that serve first-generation college students, limited-income students, historically underserved student populations, or college access and student success initiatives.
• Experience with administrative operations, office management, budget reconciliation, purchasing, scheduling, and event coordination in a fast-paced environment.
• Experience coordinating communications, maintaining records, and supporting data tracking, assessment, or reporting processes.
• Familiarity with university systems, student information systems, CRM/database platforms, or financial/procurement systems.
• Demonstrated ability to develop or improve office systems, workflows, standard operating procedures, and organizational processes.
• Experience collaborating with students, families, faculty, staff, and community partners across multiple constituencies.
• Spanish fluency strongly preferred, including conversational speaking and the ability to write and/or translate materials.

Knowledge, Skills, and Abilities

Effective communication skills (written and oral).
Ability to read, write and speak Spanish a plus.
Knowledge of Excel, Powerpoint, Word, and database management.

Job Duties

• Administrative Operations
  • Act as a primary office presence and resource for the Center for Access and Success (CAS), including opening and closing the office and maintaining a welcoming, professional, and student-centered environment.
  • Manage daily administrative workflow for the Center, including front desk coverage, responding to general inquiries, and directing students, families, faculty, staff, and visitors to appropriate program areas.
  • Welcome visitors to the Center and provide general information regarding Center initiatives; defer specific programmatic questions to relevant staff as needed.
  • Provide general administrative support for the Center, including scheduling, calendar coordination, preparing materials, organizing files, and maintaining shared systems.
  • Handle routine correspondence with students, families, faculty, staff, and community partners.
  • Maintain records, databases, and shared documents related to the Center’s programs, activities, grants, and initiatives.
  • Coordinate monthly meetings, lunches, bi-annual retreats and other internal staff gatherings for the Center.
  • Supervise student employees, including recruitment, hiring, onboarding, training, scheduling, supervision, and evaluation, while fostering professionalism and student development in the workplace.
  • Support staff recruitment and onboarding processes for student and temporary roles, including scheduling interviews and coordinating candidate communications.
• Budget, Purchasing & Financial Administration
  • Reconcile Procurement Card (P-Card) purchases and allocate receipts in accordance with university policies and Center procedures.
  • Process reimbursements, check requests, and other financial documentation for the Center.
  • Support purchasing for student engagement, program supplies, event materials, and operational needs across Center initiatives.
  • Track and help manage educational stipend account balances for Odyssey Scholars (approximately 140 scholars) and maintain related records and communications.
  • Assist with financial coordination related to student support funds and programmatic expenditures, including communication with campus partners such as Financial Aid and Business Services as needed.
  • Maintain organized financial records to support compliance, reporting, and continuity of operations.
  • Assist with logistical support for program purchasing, including materials for student incentives, research giveaways, and other program needs.
• Program & Event Support
  • Work collaboratively with staff across the Center for Access and Success to support, plan, and implement year-round programs and signature initiatives, including but not limited to Odyssey Scholars, First-Generation Student Support Services, Elon Academy, The Village Project, and grant-funded initiatives.
  • Provide logistical planning and implementation support for program events, meetings, celebrations, and student engagement opportunities across the Center.
  • Support Odyssey program operations through administrative, logistical, and event coordination assistance, including:
    • Processing stipend requests o Assisting with Odyssey Week preparation, ordering supplies, assisting with presenter coordination.
    • Helping schedule interviews for graduate intern recruitment.
    • Maintaining inventory of materials and supplies in the storage unit to support program planning, ease of access, and summer ordering o Providing graduation-related support.
• Supporting Program Assistant and Assistant/Associate Director operations as needed
  • Provide administrative and logistical support for First-Generation Student Support Services initiatives, including:
    • Purchasing materials for major first-generation programs including the National First-Generation Celebration, the Relationship-Rich Expo, and the First-Generation Stole Ceremony.
    • Provide event coordination such as reserving rooms, transportation, and other necessary tasks.
    • Process and track purchase requests for the Hamby and Walton Fund, two student support funds to support first-generation students.
    • Support assessment goals within FGSSS including survey creation and data analysis.
    • Coordinate event management logistics including space reservations, set-up requests, catering orders, supply ordering, transportation, housing, media needs, and day-of event support.
    • Assist with summer day camps, residential programs, and other summer initiatives related to the Center, including coordination of housing, meals, transportation, linens, supplies, and schedules.
    • Support Center retreat planning and logistics (bi-annually), including preparation, materials, vendor coordination, and day-of implementation.
    • Participate in Center programs and events on evenings and weekends as needed.
• Communication, Systems, Assessment & Strategic Support
  • Collaborate with Center staff and campus partners to distribute information to students, families, faculty, staff, and donors as needed.
  • Update publications, templates, website content, and resource materials for the Center.
  • Assist with donor acknowledgement correspondence and stewardship-related communication.
  • Assist in the co-creation, organization, and maintenance of standard operating procedures (SOPs) for Center-wide processes and recurring tasks.
  • Support assessment and strategic planning efforts by helping track progress toward Center goals and objectives.
  • Assist with the creation of data collection tools (e.g., forms, surveys, spreadsheets, trackers) and help compile information for reports, presentations, and internal documents.
  • Maintain inventories of program materials, supplies, branded items, and operational resources to support efficient planning and ordering.
  • Provide ongoing support for program evaluation, tracking outcomes, and maintaining documentation for reporting purposes.
• Inclusive Community Building Community is foundational to Elon and a shared responsibility within our residential campus. All who work at Elon should demonstrate an understanding of and engagement with Elon’s foundational commitment to relationships, mentoring and collaboration in a close-knit residential community. We embrace the shared responsibility to foster inclusive excellence within a strong residential community. Accordingly, employees are expected to join together and build connections in activities that foster an active and engaged campus environment and engage in professional development to support the shared responsibility of enriching diversity, equity, and inclusion through meaningful relationships and mentoring at Elon. Employees are encouraged to, for example, attend or participate in campus activities such as College Coffee, Numen Lumen, campus cultural events, athletic events, continuing education, professional development opportunities and trainings, employee resource groups and other university-sponsored activities to demonstrate an active commitment to the Elon community.