Program Assistant

Job Title: Program Assistant – Education Assistance Program
Department: Human Resources / Learning & Talent Development
Location: Open to hybrid in Pensacola, FL.


Position Summary:
We are seeking a detail-oriented and service-driven Program Assistant to support our Education Assistance Program. This role is responsible for managing team member cases, processing reimbursements, coordinating registrations, and facilitating payroll interactions related to educational benefits. The ideal candidate will ensure a smooth and efficient experience for employees pursuing educational development through the program.

Key Responsibilities:

• Case Management:
  • Serve as a point of contact for team members participating in the education assistance program.
  • Track and manage individual cases from submission through completion.
  • Provide timely responses to inquiries and support requests.
• Reimbursement Processing:
  • Review and verify documentation for tuition and fee reimbursements.
  • Ensure compliance with program policies and eligibility criteria.
  • Coordinate with finance and payroll teams to process payments accurately and on time.
• Registration Coordination:
  • Assist team members with course registration processes when applicable.
  • Maintain records of approved institutions, programs, and courses.
  • Monitor deadlines and ensure timely submission of required documentation.
• Payroll & Compliance Support:
• Collaborate with payroll to ensure accurate tax treatment of reimbursements.
• Maintain confidentiality and compliance with data privacy and employment regulations.
• Support audits and reporting requirements related to the program.
• Program Improvement:
  • Identify opportunities to streamline processes and enhance the employee experience.
  • Assist in updating program materials, FAQs, and internal communications.
  • Support data collection and reporting for program evaluation and improvement.

Qualifications:

• Bachelor''s degree in Business Administration, Human Resources, or a related field (or equivalent experience).
• 2+ years of experience in program administration, HR operations, or employee benefits.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and experience with ServiceNow or case management systems.
• Familiarity with payroll processes and education reimbursement policies is a plus.

Preferred Attributes:

• Customer-focused mindset with a passion for supporting employee development.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience working in a corporate HR or learning and development setting.