Duration: 12 months to start
General Statement of Duties:
- Under the direction of the Project Director, Assistant Director, and other designated staff, perform a variety of program coordination and administrative support functions.
- Serve as the Unit’s Project Specialist Coordinator by managing office operations and providing organizational support to ensure the efficient and effective functioning of the unit.
Role Overview
- Supports the Project Director, Assistant Director, and other staff by coordinating federal grants, reports, contracts, assigned projects, and the program’s daily operations. As a member of the project planning team, the Project Specialist helps guide the strategic coordination of projects from planning through completion.
- Project and Contract Coordination
- Develops and coordinates project scopes for designated initiatives within the HIV Provision of Care & Special Populations program.
- Facilitates meetings, communicates with stakeholders, provides customer service, manages scheduling, supports project planning, prepares meeting minutes, and assists with presentations.
- Coordinate program activities with other functional units and financial staff while promoting collaboration among teams.
- Outreach and Program Support
- Coordinates public outreach and engagement activities.
- Assists with community presentations and annual site visits to funded agencies.
- Provides varied program support under the supervision of the Project Director and Assistant Administrator.
- Performs other related duties as required.
Unit Assistant Coordinator:
- Coordinates unit activities to support effective and efficient operations, including travel arrangements, meeting schedules, key contract lists, conferences, webinars, and other events.
- The position assists staff with complex, responsible assignments and requires excellent organizational skills demonstrated through relevant work experience or education in administrative assistance, secretarial support, project coordination, or a related field.
- The role also requires independent judgment when following clearly defined processes and procedures and includes other related duties as assigned.
Supervision Received:
- General instructions are provided at the start of each new assignment, with detailed guidance for unfamiliar tasks. Work is reviewed for accuracy and completeness.
- The employee has daily contact with the supervisor, participates in weekly supervisory meetings, and works directly with the program’s Project Director and Assistant Director.
Supervision Exercised:
- Generally, none.
- In some cases, the employee may coordinate the work of one or two subordinates or student interns performing routine projects, clerical, or program support duties.
Illustrative Examples of Work Performed:
Unit Assistant Coordinator/Project Specialist:
- To assist with the coordination of Unit work and to assume responsibility to assist key staff with the operational duties they have. Processing travel, assisting with schedules, correspondence etc. are all duties of this position.
- The primary duty of the position will assist the Project Director and the Assistant Director and other designated staff.
- To perform varied assistant coordinator duties and some clerical work of a complex, difficult and responsible nature and which requires the exercise of independent judgement in following clearly prescribed procedures such as:
- To prepare, verify and process requisitions, vouchers, claims and other records, forms or reports of a program support assistant and/or of a clerical nature related to fiscal activities; to process time, leave, travel, appointment, payroll or other personnel and related records, forms and reports; to index and file records, forms, reports, etc.; to proofread documents; to assemble, compile, verify and analyze routine statistical clerical data, including the preparation of tables and charts prescribed by a superior; to code data to be used for mechanical tabulations; to prepare, verify, process and maintain other varied and important office records and reports.
- To perform receptionist duties such as receiving visitors, organizing schedules/meetings/training of up to two administrators, partner coordination or schedules and/or events, assist staff in the preparation of forms or records.
- Assist both the Project Director and Assistant Director with program project planning and assist leadership in the weekly review of those plans as well as assist with agency and cross-agency meeting facilitation.
- To operate and on occasion delegate operations of office equipment such as copiers, printers, ordering supplies, calculators and adding machines, as required, in the performance of clerical duties under conditions not requiring skilled operation of such equipment.
- To do related work as required.
Required Qualifications for Appointment:
Knowledges, Skills and Capacities:
- A working knowledge of office practices, commercial arithmetic and business English
- The ability to understand and carry out complex written and oral instructions
- The ability to make moderately complex arithmetical computations and tabulations accurately and with reasonable speed
- The ability to make decisions on the basis of precedents and to apply them to work problems
- The ability to establish and maintain effective working relationships with other employees and the public; and related capacities and abilities.
- To provide higher level program support associated with designated tasks of superiors.
- To maintain the highest level of confidentiality associated with clients, patients, and the work force as well those matters related to privacy and security.
Education and Experience:
Education:
- Education equivalent to graduation from a community college or four-year college.
- Experience in clerical work, administrative assistance, program support, or a related field that demonstrates the ability to provide excellent staff support; experience in a position involving program assistance
- Any combination of education and experience substantially equivalent to the requirements above.
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