The Program Assistant will be a part of the National Institute for Work and Learning. This position is characterized by the performance of a variety of administrative, programmatic and logistical support duties. Position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting/referring/assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Position may serve as the primary staff assistant to a department or manager.
- Provides administrative support to staff for copying, faxing and large- scale mailings.
- Responds to staff requests for administrative support as needed.
- Sets up and maintain files, prepares reports, presentations and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
- Receives and distributes incoming mail and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
- Schedules meetings and meeting arrangements.
- Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics). Takes minutes in staff and other meetings.
- Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, etc. to support functions.
- Assists with preparing materials and presentations for project work, including PPT and other visual presentations
- Handles social media for the department projects
- Prepare contractual documents including consultant and subcontractor agreements, purchase orders and letter of agreements.
- Process and track consultant, subcontractor, and vendor payments as well as wire transfer requests.
- Provide guidance and clarification to National Institute for Work and Learning (NIWL) staff on FHI 360 policies and procedures. Provide timely response to internal and external requests for information, products, etc.
- Under direction of NIWL staff, communicate with consultants, vendors, subcontractors as needed to develop and finalize consultant work orders, subcontracts and other project backstopping as needed.
- Coordinate with travel agents to confirm travel logistics for employees, consultants, and meeting/conference attendees. Process expense authorizations and travel expense reimbursement reports.
- Compiles data and prepares reports.
- May handle special projects and execute research and data analysis tasks
- Serves as the NIWL point of contact for SharePoint and other electronic filing systems
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department and participants in projects
- Drafts written responses or replies by phone or e-mail when necessary for staff members, as requested.
- Works independently or as a member of a team on special and ongoing projects.
- Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, Presidents, and Senior Vice Presidents.
- Handles confidential and non-routine information and explains departmental policies when necessary.
- Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
- Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
- Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
- Understands software used to perform day-to-day functions.
- Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
- Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
- Utilizes program specific terminology.
- Gathers readily available information from office records to drafts e-mails, memos and other documents.
- Proofreads documents for grammar, spelling, punctuation, and basic formatting.
- Provides answers to requests for general information.
- Records and documents information accurately.
Experience:
- 0-2 years of programs and administrative support experience.
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
- Strong organizational skills and very good attention to details
- Energetic and able to multi-task
- Work requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
- Prior experience in a non-governmental organization (NGO).
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