How to hire a program and administrative assistant

How to hire a program and administrative assistant, step by step

Here's a step-by-step program and administrative assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a program and administrative assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new program and administrative assistant
• Step 8: Go through the hiring process checklist

What does a program and administrative assistant do?

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1. Identify your hiring needs

   Before you start hiring a program and administrative assistant, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a program and administrative assistant to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a program and administrative assistant that fits the bill.

   Here's a comparison of program and administrative assistant salaries for various roles:

   Type of Program And Administrative Assistant	Description	Hourly rate
   Program And Administrative Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$12-22
   Administrative Support	Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries... Show more	$12-25
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Database Management
   • PowerPoint
   • Routine Correspondence
   • Provides Administrative Support
   • Travel Arrangements
   • Payroll
   • Word Processing
   • Financial Reports
   • Administrative Assistance
   • Office Equipment
   • Meeting Minutes
   • Administrative Tasks
   • Expense Reports

   Check all skills

   Responsibilities:

   • Participate in committee meetings by preparing minutes and presentation summaries, planning meeting agendas, and organizing and managing meeting logistics.
   • Work hand-in-hand with payroll director and maintain personnel and statistical reports for monthly review by regional director.
   • Perform business office duties, such as payroll, accounts payable and accounts receivable, and balance all accounts monthly.
   • Archive and organize program documents using SharePoint.
   • Ensure that written correspondences including PowerPoint presentations adhere to procedural compliance, style composition, typing and grammatical accuracy.
   • Participate in committee meetings by preparing minutes and presentation summaries, planning meeting agendas, and organizing and managing meeting logistics.

   More program and administrative assistant duties

3. Make a budget

   Including a salary range in your program and administrative assistant job description helps attract top candidates to the position. A program and administrative assistant salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a program and administrative assistant in Montana may be lower than in Connecticut, and an entry-level program and administrative assistant usually earns less than a senior-level program and administrative assistant. Additionally, a program and administrative assistant with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average program and administrative assistant salary

   $35,631yearly

   $17.13 hourly rate

   ---

   Entry-level program and administrative assistant salary

   $27,000 yearly salary

   Updated December 15, 2025

   Average program and administrative assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$48,596	$23
   2	Connecticut	$48,415	$23
   3	Washington	$46,661	$22
   4	Alaska	$43,994	$21
   5	Massachusetts	$43,890	$21
   6	California	$43,076	$21
   7	Oregon	$40,674	$20
   8	Michigan	$40,579	$20
   9	Minnesota	$40,188	$19
   10	New Hampshire	$36,673	$18
   11	New York	$36,479	$18
   12	Illinois	$36,249	$17
   13	Pennsylvania	$35,624	$17
   14	Maryland	$35,031	$17
   15	Arizona	$34,844	$17
   16	Colorado	$34,806	$17
   17	Missouri	$33,862	$16
   18	North Carolina	$33,133	$16
   19	Texas	$32,985	$16
   20	Iowa	$32,445	$16

   Average program and administrative assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	UC Santa Barbara	$45,993	$22.11
   2	University of California-Berkeley	$45,899	$22.07
   3	National Center for Appropriate Technology	$44,004	$21.16
   4	Stanford University	$43,929	$21.12	26
   5	University of California	$43,756	$21.04	28
   6	Massachusetts Institute of Technology	$43,000	$20.67	9
   7	Emory University	$42,186	$20.28	34
   8	Northrop Grumman	$41,731	$20.06	84
   9	Rowan University	$41,497	$19.95	1
   10	Raymond James Financial	$39,962	$19.21	12
   11	Dartmouth	$39,597	$19.04	40
   12	University of Illinois Springfield	$39,590	$19.03	1
   13	International Rescue Committee	$39,482	$18.98
   14	Multnomah Education Service District	$39,212	$18.85	1
   15	United States Institute of Peace	$38,944	$18.72
   16	Raytheon Technologies	$38,742	$18.63	69
   17	University of Rochester	$38,671	$18.59	48
   18	Dodge City Community College	$38,644	$18.58	6
   19	Arts In Action Community Charter Schools	$38,555	$18.54
   20	Children's Hospital Colorado	$38,300	$18.41	6

4. Writing a program and administrative assistant job description

   A program and administrative assistant job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a program and administrative assistant job description:

   Program and administrative assistant job description example

   Under the supervision of the TRIO Student Support Services/Talent Search Programs Director, the TRIO Student Support Services/Talent Search Program Administrative Assistant is responsible for assisting the TRIO Programs staff with clerical and office support in reference to all facets of the TRIO Student Support Services/Talent Search Programs. This position serves at 50% to the TRIO Student Support Services Program and 50% to the Talent Search Program.
   
   Dodge City Community College is committed to a policy of non-discrimination in hiring and employment on the basis of race, color, religion, sex, age, disability, military status, ancestry or national origin.
   Essential Functions/Responsibilities
   To understand and commit to the Mission of the College ~ To provide a student-centered learning environment where students can achieve their educational, personal, and career goals. Outreaches, identifies and selects eligible TRIO Student Support Services and Talent Search Program participants. Informs target schools' students, faculty/teachers, counselors, and support staff of the TRIO SSS and TRIO TS Programs goals and purposes. Assesses the academic, career, and personal needs of program participants. Manages program correspondence, recordkeeping, report preparation, notetaking, and processes required for documentation of services to be included in the Annual Performance Report (APR), such as tutoring, advising, financial literacy, and financial aid application assistance (Free Application for Federal Student Aid - FAFSA). Processes TRIO SSS and TRIO Talent Search Program applications to determine eligibility for program participation. Maintains the program participant database, contact lists, spreadsheets; and reconciles records. Assist with budget tracking, along with maintenance of the general budget worksheet ledger. Maintains a welcoming atmosphere in the TRIO SSS and TRIO Talent Search Program Office; greeting students and office visitors, as well as provide immediate assistance, when needed. Provides students with advice and assistance to encourage persistence, retention and success (graduation and/or transfer) to four-year institutions. Provides referrals to other services when appropriate so as not to duplicate or supplant other partner schools' resources and services. Other related duties as assigned.
   The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.
   
   Required Qualifications
   Associate's degree. Ability to use interpretive judgment within generally prescribed standards and procedures. Ability to work respectfully with students, staff and members of the community. Ability to work independently with minimum supervision. Experience with technology, including computers, data entry, faxes, printers, copiers, and word processing skills. Exceptional organizational skills. Excellent communication skills; both verbal and written. Must maintain a valid Kansas driver's license. Proven ability to work with diverse populations including traditional and non-traditional students.
   Preferred Qualifications
   Bachelor's degree. Familiar with or from a background similar to TRIO Programs participants. Bilingual (English/Spanish).
   Supervisory Responsibilities
   Limited to supervision and mentoring of the TRIO SSS and TRIO Talent Search Programs Student Employees and Part-time Employees.
   Physical Requirements: (With or without assistance)
   Ability to sit or stand for extended periods of time Ability to move freely around the campus and community Ability to negotiate stairs Ability to hear in a conversational voice at a distance of 10 feet and on the telephone Ability to speak clearly Ability to lift up to 30+ pounds Ability to bend, stoop, reach, etc. as required to perform responsibilities. Ability to drive vehicle. Dexterity required to performing keyboard functions
   Building Assignment
   Library Resource Center

   Copy this example

   

5. Post your job

   There are a few common ways to find program and administrative assistants for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your program and administrative assistant job on Zippia to find and recruit program and administrative assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting program and administrative assistants requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new program and administrative assistant

   Once you've selected the best program and administrative assistant candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new program and administrative assistant. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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