How to hire a senior program assistant

How to hire a senior program assistant, step by step

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

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1. Identify your hiring needs

   First, determine the employments status of the senior program assistant you need to hire. Certain senior program 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

   Hiring the perfect senior program assistant also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

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

   Type of Senior Program Assistant	Description	Hourly rate
   Senior Program Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$14-25
   Program Administrator	Program administrators are responsible for planning, directing, and coordinating their organization's program or service. Their duties and responsibilities may vary depending on the industry they work at, such as educational, community, and social services... Show more	$16-35

2. Create an ideal candidate profile

   Common skills:

   • Provides Administrative Support
   • PowerPoint
   • Travel Arrangements
   • SharePoint
   • Assistance Program
   • Phone Calls
   • Word Processing
   • Proofreading
   • Administrative Tasks
   • Event Planning
   • CPR
   • Meeting Minutes
   • Access Database
   • International Travel

   Check all skills

   Responsibilities:

   • Create PowerPoint presentations to educate employees how to manage their high deductible and HRA debit card.
   • Coordinate calendars, schedule meetings and manage associated logistics including domestic/international travel.
   • Proofread materials and applications for accuracy, completeness, compliance with departmental policies, regulations, and minimum requirements.
   • Process injure staff verification of treatment and tracks FMLA.
   • Provide information and file FMLA, CESLA, various leaves and disability meeting compliance standards and accurate record keeping.
   • Develop and maintain company's organization chart using Visio.

3. Make a budget

   Including a salary range in your senior program assistant job description is a great way to entice the best and brightest candidates. A senior program assistant salary can vary based on several factors:

   • Location. For example, senior program assistants' average salary in louisiana is 51% less than in new york.
   • Seniority. Entry-level senior program assistants earn 43% less than senior-level senior program assistants.
   • Certifications. A senior program assistant with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a senior program assistant's salary.

   Average senior program assistant salary

   $41,532yearly

   $19.97 hourly rate

   ---

   Entry-level senior program assistant salary

   $31,000 yearly salary

   Updated December 17, 2025

4. Writing a senior program assistant job description

   A senior program 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. Below, you can find an example of a senior program assistant job description:

   Senior program assistant job description example

   About the NAS:
   The National Academy of Sciences (NAS) is a private, non-profit organization of leading scientific researchers. Established in 1863, scientists are elected to membership in the NAS for their outstanding contributions to research. The NAS is committed to furthering science in America, and its members are also active contributors to the international scientific community. The NAS - together with National Academy of Engineering and the National Academy of Medicine - provides independent, objective advice to the nation to solve complex problems and inform public policy decisions.
   
   The Senior Program Assistant in our Irvine, CA office provides meetings and administrative support for the Academy's Kavli Frontiers of Science Program - a series of U.S. and international symposia that bring together outstanding young researchers to discuss exciting advances and opportunities in a broad range of fields.
   
   Job Description:
   
   Working with the program's Associate Program Officer, the Senior Program Assistant:
   Conducts online research for prospective symposium participants and updates the symposium database to add early career award winners from foundations and recipients of grants for young scientists. Reviews database records regularly and updates the information as needed, and may update the program's web pages. Assists with travel and lodging arrangements for meetings and symposia of up to 100 participants. Contacts travelers about hotel reservations and submits room lists to hotels.Works with travel agency regarding airline arrangements, communicates with participants about travel details, and follows up with participants as needed. Prepares electronic agenda books. Assists with meeting arrangements including room set-ups, audio-visual requests, and catering. May provide administrative support for meetings on site. Prepares invoices and participant travel expense reports for payment. Follows up with travelers regarding outstanding travel expense submissions. Provides other administrative support including word processing, correspondence, and records maintenance.
   
   JOB SPECIFICATIONS
   
   Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to solve problems with supervisory consultation or by following procedures. Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Good communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.
   
   Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge.
   
   Minimum Experience: Four years of related experience.
   
   Work Environment: Hybrid Office/Telecommute environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations. In accordance with the National Academies' commitment to provide a safe and healthy workplace, all employees must be fully vaccinated against COVID-19, except as otherwise permitted under a reasonable accommodation for medical or religious reasons. Unless granted an accommodation, successful applicants will be required to confirm their vaccination status and proof of vaccination promptly upon beginning employment. Applicants needing accommodations should indicate this in their application; applicants will not be discriminated against in the hiring process on the basis of requesting an accommodation.
   
   The National Academies' Statement on Diversity and Inclusion:
   
   To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies' staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution.
   
   Equal Opportunity Employer:
   
   It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
   
   Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
   The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
   
   Job Family:
   PROG
   
   Employee Type:
   Employee
   
   Scheduled Weekly Hours:
   22.5
   
   City/State:
   Irvine, California

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5. Post your job

   To find the right senior program assistant for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with senior program assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit senior program assistants who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   Your first interview with senior program assistant candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   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 senior program assistant

   Once you have selected a candidate for the senior program assistant position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   After that, you can create an onboarding schedule for a new senior program 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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