How to hire a program management assistant

How to hire a program management assistant, step by step

Here's a step-by-step program management 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 management assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new program management assistant
• Step 8: Go through the hiring process checklist

What does a program management assistant do?

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1. Identify your hiring needs

   First, determine the employments status of the program management assistant you need to hire. Certain program management assistant roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   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 management 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 management assistant that fits the bill.

   The following list breaks down different types of program management assistants and their corresponding salaries.

   Type of Program Management Assistant	Description	Hourly rate
   Program Management Assistant	Social and human service assistants provide client services, including support for families, in a wide variety of fields, such as psychology, rehabilitation, and social work. They assist other workers, such as social workers, and they help clients find benefits or community services.	$14-31
   Administrative Technician	Administrative technicians are employees who manage a variety of administrative tasks. They are in charge of sorting out mail, taking phone calls, and managing meeting room reservations... Show more	$12-31
   Manager, Project Management	The role of a project management manager involves the planning, execution, monitoring, control, and closure of projects. Project managers oversee the scope of the entire project, the team, success or failure, and its resources... Show more	$35-69

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Administrative Tasks
   • Word Processing
   • Spreadsheet Software
   • Timekeeping
   • IRS
   • Program Assistants
   • Treasury
   • Administrative Functions
   • FAA
   • Software Applications
   • SharePoint
   • Program Management
   • Property Management
   • Federal Agencies

   Check all skills

   Responsibilities:

   • Manage oversight of budget/finance, personnel and continuous program improvement.
   • Assist finance experts in developing NGOs finance systems by holding up trainings and seminars explaining generally about documents require for reconciliations.
   • Prepare a feasibility study for a transformer manufacturer on all business aspects, including marketing, finance and operations management.

   More program management assistant duties

3. Make a budget

   Including a salary range in the program management assistant job description is a good way to get more applicants. A program management assistant salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a program management assistant in West Virginia may be lower than in Connecticut, and an entry-level engineer typically earns less than a senior-level program management assistant. Additionally, a program management assistant with lots of experience in the field may command a higher salary as a result.

   Average program management assistant salary

   $45,743yearly

   $21.99 hourly rate

   ---

   Entry-level program management assistant salary

   $31,000 yearly salary

   Updated January 19, 2026

   Average program management assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$59,540	$29
   2	Puerto Rico	$56,539	$27
   3	New Mexico	$52,921	$25
   4	California	$52,298	$25
   5	Minnesota	$47,458	$23
   6	Illinois	$47,262	$23
   7	Texas	$46,616	$22
   8	Maryland	$46,184	$22
   9	Massachusetts	$46,050	$22
   10	Florida	$45,231	$22
   11	Washington	$45,127	$22
   12	Pennsylvania	$44,976	$22
   13	New Jersey	$43,556	$21
   14	Alaska	$42,626	$20
   15	Kansas	$42,271	$20
   16	Virginia	$42,086	$20
   17	Colorado	$41,800	$20
   18	South Carolina	$40,350	$19
   19	Missouri	$39,677	$19
   20	Ohio	$39,198	$19

   Average program management assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Microsoft	$108,522	$52.17	87
   2	PayPal	$62,079	$29.85	24
   3	eBay	$56,782	$27.30	16
   4	General Electric	$56,336	$27.08	144
   5	Citi	$55,672	$26.77	20
   6	MUFG EMEA	$53,400	$25.67
   7	Deloitte	$51,395	$24.71	728
   8	New York Life Insurance	$50,369	$24.22	54
   9	L3Harris	$50,077	$24.08	153
   10	American Heritage	$50,023	$24.05	2
   11	University of Alaska	$49,877	$23.98	19
   12	Indian Health Service	$49,590	$23.84	5
   13	Rivers Casino & Resort Schenectady	$49,544	$23.82
   14	Kaiser Permanente	$49,509	$23.80	93
   15	Federal Bureau of Investigation	$49,110	$23.61
   16	United States Army Corps of Engineers	$48,807	$23.46
   17	Peraton	$48,526	$23.33	15
   18	Luke & Associates	$48,010	$23.08
   19	NANA	$47,719	$22.94	42
   20	Biolife Plasma Services	$47,532	$22.85

4. Writing a program management assistant job description

   A program management 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 management assistant job description:

   Program management assistant job description example

   Title:
   Program Management Assistant
   
   KBR is looking for a Program Management Assistant to provide expert program management skills and administrative support for a high-demand research and training facility. This role is outward facing and works with volunteers which requires an individual that enjoys connecting with people and maintaining positive relationships. Duties will require schedule coordination, administrative work, and handling of sensitive information.
   
   Responsibilities:
   Provide administrative support to the technical, management and consultant staff of KBR Space & Mission Solutions at the Brooks, San Antonio complex Schedule facilities and KBR personnel for all research and equipment testing activities to include investigators, medical staff, instructors, and technicians Assist the Subject Panel Manager in research volunteer recruitment procedures by navigating administrative tasks, keeping track of where the individual is in the recruitment process, and ensuring that paperwork and procedures are followed to the designated standards Establish and maintain rapport with 60+ volunteer subjects from all 3 major San Antonio area military installations for participation in high-G acceleration and high-altitude studies Obtain commander approvals for subjects' enrollment in pool of volunteers and provide studies and tests descriptions for review prior to their volunteering Manage financial paperwork having to do with subject payment; this requires understanding of DoD Instructions and ability to work with government personnel Track and report subject training and activity Program support for KBR contracts at KBR Brooks: alternate purchaser to coordinate and track equipment procurement and deliveries, conduct costs accounting, provide clerical support to scientists Keep management and commercial customers apprised of the technical work status of current projects Maintain understanding of team and equipment requirements that may impact scheduling and availability Coordinate for majority of all hands functions to include, Zero Harm Day, retirements, etc.other duties and tasks as assigned
   
   Required Education, Experience, & Skills:
   High School Diploma or equivalent5+ years of experience in an administrative or coordinator role Proven ability to establish and maintain effective working relationships in a fast-paced team environment Work independently without direct supervision Balance multiple tasks at a time and employ adaptable, problem-solving techniques Effective communication skills Working knowledge of computer programs such as Microsoft Word, PowerPoint, Microsoft Outlook, Microsoft Excel, and Microsoft Project
   
   Desired Experience & Skills:
   Experience working with military personnel and/or volunteer populations
   Basic understanding of scientific research, testing, and development processes
   Interest in aerospace and extreme environment research, testing, and development
   Experience with Institutional Review Board (IRB) review standards and processes
   Ability to qualify for a Common Access Card (CAC): requires background check and finger printing.
   
   In compliance with the U.S. federal government's vaccine mandate, only candidates who are fully vaccinated for COVID-19 or have a reasonable accommodation or approved medical exception will be considered for this position.
   
   KBR is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, sex, sexual orientation, gender identity or expression, age, national origin, veteran status, genetic information, union status and/or beliefs, or any other characteristic protected by federal, state, or local law.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right program management assistant for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   During your first interview to recruit program management assistants, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   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 management assistant

   Once you've selected the best program management 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.

   Once that's done, you can draft an onboarding schedule for the new program management assistant. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

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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How much does it cost to hire a program management assistant?