Administrative Support Specialist

24 hours ago

Washington, United States The KonTerra Group Full time

Job Title: Administrative Support Specialist

Status: Part-time
Reports To: KonTerra Program Manager

Level: B

Location: Hybrid, may require onsite coverage in Washington, DC (555 12th Street NW)

Residency Requirement: Must be eligible to work in the United States

About Us:

The KonTerra Group helps ensure organizations and people addressing the world's most complex problems have what they need to flourish. We specialize in staff care, organizational resilience, and evaluation services to enhance wellbeing and improve performance for those working in high-stress environments or roles. Our government, NGO and private sector clients are diligently supported by a team of seasoned professionals who are passionate about the work we do.

The Opportunity:

Through a subcontract with the prime contractor Credence Management Solutions, we are seeking a detail-oriented and highly organized Part-Time Administrative Support Specialist to provide essential administrative and coordination support for a Mental Well-Being and Stress Management Program established for USAID's Bureau of Humanitarian Assistance. This program addresses the unique stressors and trauma exposure experienced by staff in high-pressure, crisis response environments. The position will support operational efficiency and programmatic implementation, ensuring the seamless delivery of services by the program's cadre of clinical social workers and wellness specialists.

What You'll Do:

Administrative Support:

  • Provide administrative assistance to program staff, including licensed mental health professionals, the organizational wellness specialist, and the Program Manager.
  • Manage schedules, travel arrangements, and meeting logistics as needed.
  • Assist with organizing on-site and virtual training sessions, workshops, and team-building activities, including Psychological First Aid training.
Data and Reporting:
  • Collect, compile, and manage program data for internal reports, assessments, and presentations.
  • Maintain confidential client records in compliance with all privacy and data security regulations.
  • Uphold strict confidentiality regarding sensitive staff information, program discussions, and clinical records.
Program Support:
  • Track and manage the development and distribution of tools, resources, and materials for the Peer Support Network and other wellness initiatives.
  • Provide administrative support for short-term consultants, including onboarding, scheduling, and coordination for assessments and reporting deliverables.
Communication and Coordination:
  • Support program-related communications, including drafting and disseminating internal announcements, training invitations, and program updates.
  • Collaborate with the Program Manager and other team members to ensure smooth coordination of activities.
  • Demonstrate professionalism and comfort working in a contracting environment, including interacting with various stakeholders and understanding contractual boundaries.
General Support:
  • Ensure the program office is organized and equipped to support on-site staff, including supplies and equipment maintenance.
  • Provide additional administrative support as needed.
Target Skills Profile:
  • Bachelor's degree in a related field (e.g., social sciences, business administration, or public health) or equivalent experience.
  • At least 2 years of experience in administrative roles, preferably within mental health, humanitarian aid, or government settings.
  • Proficiency in Microsoft Office Suite, Google Platforms, and scheduling software.
  • Strong organizational skills, attention to detail, and ability to prioritize multiple tasks.
  • Excellent written and verbal communication skills.
  • Ability to work effectively both independently and with others in a cooperative, empathetic, and collaborative manner to accomplish position function and participate in team efforts.
  • Demonstrated ability to maintain confidentiality and handle sensitive information in accordance with privacy requirements.
Preferred Qualifications:
  • Comfort working in a contracting environment, with an understanding of the nuances of contractor-client relationships.
  • Experience working with international staff in challenging or crisis environments.

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