Program Coordinator

2 days ago

Oak Park, Illinois, United States Vets Hired Full time
Job Summary

We are seeking a highly organized and detail-oriented Program Specialist to support the implementation and execution of educationally-based internship, fellowship, and research experience programs sponsored by federal agencies and other sponsors.

Key Responsibilities
  • Coordinate and perform technical support activities for major programs or program segments.
  • Perform a variety of technical tasks, such as maintaining data and electronic records, processing payments, verifying eligibility, collecting and compiling information and data, and preparing sponsor reports and correspondence.
  • Establish priorities and schedules tasks and activities based on program objectives and milestones.
  • Plan and support activities for meetings, conferences, and seminars, including coordinating logistics, scheduling, travel arrangements, meeting space, food service, and equipment.
  • Perform procurement activities, including gathering information, requisitioning, tracking orders, and processing payments.
  • Engage with applicants, participants, the general public, and alumni in virtual outreach and engagement events, such as career fairs, information sessions, and webinars.
  • Provide technical assistance to project managers and others.
  • Use a variety of software and databases to administer programs, including Zintellect, ORISE GO, SAP Concur, ORISE Connections, and other technical software.
  • Administer details associated with application processing.
  • Execute tasks detailed in the program marketing and outreach plan, including distributing promotional materials and posting program information in different outlets.
  • Support the application process, including eligibility screening, review, and data verification.
  • Use databases, spreadsheets, and electronic financial systems to enter, verify, and maintain data.
  • Create reports from databases and other electronic systems.
  • Assist in preparing applicant files for review by sponsors and/or review panels.
  • Administer and monitor details associated with participant activities, including verifying that all contingencies for appointments are met, processing stipend, health insurance, tuition, professional development, and travel payments.
  • Monitor the progress of participant appointments, amendments, extensions, and terminations.
  • Provide customer service by telephone and email.
  • Execute tasks detailed in the program management plan.
  • Verify compliance with programs and ORISE policies.
  • Communicate with applicants, recommenders, university staff, sponsors, mentors, the general public, and participants via telephone and email.
  • Coordinate mass electronic mailings and prepare correspondence, program literature, marketing materials, websites, and reports using a variety of software packages and formats.
  • Assist management in the development of processes and actions to maximize program operation efficiencies.
Requirements
  • High school diploma and 2-4 years of job-related experience. Bachelor's degree preferred.
  • Excellent oral and written communication and organizational skills required.
  • Ability to demonstrate critical thinking and problem-solving skills.
  • Ability to deal effectively and professionally with a variety of people at various academic levels, professional, and cultural backgrounds.
  • Proficient in the use of MS Office Applications, including Word, Excel, Outlook, and PowerPoint.
  • Knowledge of SharePoint, social media, and database applications is desirable.
  • Must be self-directed and capable of processing and prioritizing multiple tasks and handling a large and varied workload with minimum supervision.
  • Ability to master the use of complex software and database systems, such as Zintellect, ORISE GO, ORISE Connections, etc.

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