Program Coordinator

2 weeks ago

Arlington, Virginia, United States Source Fly Full time
Position Overview:
We are looking for a dedicated Program Coordinator to join our team. This is a HYBRID position requiring a significant amount of on-site presence.

The ideal candidate will establish a close and responsive relationship with the daily operations of the office and its personnel, working independently with minimal supervision while executing various administrative and clerical tasks that necessitate a solid understanding of office procedures and the organization's programs.

Key Responsibilities:
- Foster a responsive relationship with the office supervisor and team members to support daily activities.
- Collaborate with team members to monitor the progress of ongoing projects and provide management with updates.
- Utilize sound judgment and initiative to navigate non-routine situations, adapting guidelines and practices as necessary.
- Independently manage tasks while adhering to the office supervisor's general instructions and priorities.
- Anticipate and prepare necessary materials for meetings, correspondence, and appointments, keeping the supervisor informed on relevant matters.
- Review publications and directives, taking appropriate action or referring significant items to the supervisor and staff.
- Compile special reports, summaries, or responses to inquiries, selecting pertinent information from various sources.
- Advise subordinate program assistants on new procedures and gather information for reports and conferences.
- Execute various clerical and administrative duties, demonstrating a thorough understanding of office routines and organizational procedures.
- Carry out recurring office processes independently, selecting the appropriate guidelines for specific cases.
- Follow instructions on new assignments and ensure the accuracy of completed work.
- Manage incoming calls, visitors, and correspondence, responding to requests for information regarding office procedures.
- Oversee mail control to ensure timely responses from staff and send out standard communications.
- Maintain internal reports, including time and leave records, office equipment inventories, and training plans.
- Schedule appointments and organize meetings, making necessary arrangements.
- Attend meetings as required, documenting and reporting on proceedings.
- Review materials prepared for the supervisor for accuracy and proper formatting.
- Collect information for routine inquiries on office programs or periodic reports.
- Clarify office procedures to subordinate staff as needed.
- Manage supply requisitions and coordinate maintenance or other services.
- Transcribe dictation and maintain organized office files.
- Assist in logistical arrangements for training sessions and classroom reservations.

Qualifications:
- Clearance: Secret

Education:
- Bachelor's degree preferred or equivalent experience (2 additional years).

Experience:
- Minimum of 2 years supporting a government client.
- Proficiency in SharePoint and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with Microsoft Access for basic database management.
- Strong written and verbal communication skills (writing samples preferred).
- Ability to work collaboratively within a team environment.
- Excellent organizational skills with a proven ability to meet deadlines.
- Strong customer service orientation.

Demonstrated professionalism in a government setting and the ability to instill confidence in all interactions.

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