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Project Coordination Assistant

2 months ago

Rockville, Maryland, United States Inteleos Full time

Position Overview

The Program Support Specialist plays a crucial role in the daily operations of the Inteleos Foundation by effectively executing and managing program initiatives. This role encompasses the organization and upkeep of detailed program documentation, coordination of meetings and events, and communication management with both internal and external partners.

Key Responsibilities

  • Assist in the organization and maintenance of program-related documentation, including project outlines, reports, and correspondence.
  • Schedule and coordinate meetings, workshops, and events, collaborating with both internal teams and external partners.
  • Manage communications and respond to inquiries in a timely and professional manner.
  • Support data collection and analysis to facilitate program monitoring and evaluation.
  • Maintain accurate and current databases, ensuring the confidentiality and integrity of program-related information.
  • Engage with internal and external stakeholders to foster effective communication and collaboration.
  • Draft and edit program-related communications, reports, and various documents as necessary.
  • Assist in organizing travel arrangements, accommodations, and logistics for program staff and partners.
  • Support the procurement process for program supplies and materials.
  • Contribute to the preparation of regular reports for the Board of Directors and program updates, highlighting key achievements and challenges.
  • Perform other duties as assigned.

Supervisory Environment

This position operates under direct supervision with clearly defined tasks and objectives. The incumbent will make decisions of moderate complexity, with impacts primarily limited to their immediate work group, though there may be some influence at the next organizational level. Work products are subject to management review for content, quality, and appropriateness. While the incumbent has no formal supervisory responsibilities, they may occasionally provide guidance to other employees.

Work Environment

The role will be performed in an office environment or an approved remote location, with regular visits required for project oversight. The position may necessitate evening and weekend hours, as well as occasional travel. Minimal physical requirements are needed for lifting or moving equipment.

Qualifications

  • Bachelor's degree in a relevant field (e.g., public health, international development) or equivalent professional experience.
  • A minimum of 3 years of experience in program support or a related field.
  • Demonstrated organizational and multitasking skills with a strong attention to detail.
  • Excellent written and verbal communication abilities.

Required Skills

  • Ability to work independently and remotely, as well as collaboratively within a team.
  • Strong communication skills to effectively interact with stakeholders at all levels.
  • Proven ability to maintain a positive attitude in challenging situations.
  • Experience in fostering a supportive and positive team culture.
  • Exceptional attention to detail and consistent follow-through.
  • Experience in liaising with stakeholders to enhance communication and collaboration.
  • Excellent organizational and time management capabilities.
  • Problem-solving skills with the ability to adapt to changing priorities and deadlines.
  • Proven ability to manage and maintain accurate and confidential records.
  • Experience in scheduling and coordinating meetings, workshops, events, and travel arrangements.
  • Ability to support data collection, analysis, and report preparation for program evaluation.
  • Strong writing and editing skills for drafting communications and reports.
  • Proficiency in office technology, including Zoom, Teams, Canva, Prezi, and experience with donor databases.
  • Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).

This description serves as an overview of the responsibilities associated with the position. It is not exhaustive, and the incumbent may be expected to perform additional duties as required. Responsibilities may evolve over time, and this description is intended for informational purposes only.