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Program Assistant (Experienced)

Job Description

Purpose and Scope:

  • Take a proactive role in providing effective, high-quality operational and administrative support of projects to the team
  • Be a results-oriented team player who is adaptable and flexible to changing project requirements and timelines
  • Actively contribute to the team's effectiveness and success
  • Maintain a professional appearance and composure at all times
  • Practice and maintain excellent organizational skills with great attention to detail

Essential Duties & Responsibilities:

  • Provide comprehensive administrative and operational support to one or more teams throughout the project cycle in regards to project preparation and implementation
  • Maintain complete familiarity with all project contents and processing steps of operational documents, reports, and program-related documents
  • Continuously keep team(s) up-to-date on changes in project scope and deliverables
  • Ensure effective processing of documents throughout the entire project cycle; i.e., distribution and handling of logistical planning for negotiations, review meetings, presentations, signings, key meetings.
  • Monitor and download project/budget reports to track and update milestones for the tasked teams’ project portfolio
  • Maintain well-organized project folders of key documents
  • Process contracts, payments, etc. utilizing the Admin Portal (what software is the Admin Portal?)
  • Identify problems (if any) and resolve them through interpretation of applicable policies, contract terms, and guidelines.
  • Continuously monitor and suggest ways to enhance organizational effectiveness
  • Draft letters, emails, etc. conforming to Pro Star Aviation standards
  • Finalize documents by formatting and proofing them as required
  • Perform basic research for teams using various internal/external informational resources
  • Process reports using word processing or desktop publishing skills
  • Generate PowerPoint, project schedules, and presentations to include complex text, reports, figures, graphs, etc.
  • Provide backup support when team members are on a mission; maintain communication with them during critical decision-making stages, serve as an information resource on the status of projects and products
  • Coordinate and work with counterparts in the field and handle administrative logistics for missions, seminars, and dissemination of documents for each team
  • Assist each team with organizing meetings, video and audio conferences as required
  • Provide guidance and assistance to staff when required
  • Undertake ad-hoc assignments and provide support to other team members as required
  • Support and provide assistance to other teammates when time permits
  • Uphold a presentable appearance and respectable composure at all times while on the job

Organizational Relationship:

  • Work under the supervision of the Project Manager

Job Requirements

Education & Training:

  • High School diploma/G.E.D. required. Bachelor's degree preferred
  • Minimum of five (5) years of experience in project management or similar organizational roles

Character/Personality Requirements:

  • High degree of motivation, initiative, responsibility, reliability, and flexibility
  • Great skills in simultaneously multi-tasking concurrent tasks
  • Excellent interpersonal and communication skills
  • Ability to interact tactfully with people at varying levels of responsibility and skills
  • Excellent skills in organization, time management, and administrative task completion

Technical Requirements:

  • Must have thorough working knowledge of the following Microsoft applications; Microsoft Word, Outlook, Excel, Project and PowerPoint
  • Proficient in the technology and systems relevant to functional area
  • Ability to read, write, speak and understand English
  • Ability to document work legibly
  • Good communication skills; both verbally and written

Physical Requirements:

  • Proven ability to work quickly and efficiently under pressure
  • Proven ability to work alone and in a team environment
  • Ability and willingness to extend oneself periodically in order to meet deadlines

Additional Requirements:

  • US Citizenship or Permanent Resident required
  • Ability to obtain/maintain a DOD security clearance
  • Ability to pass a SIDA Security Background Check and D.O.T. drug/alcohol testing
  • (*Drug screen and background check will be completed prior to work start)

Core Competencies

In addition to the above, the ideal candidate for this position should demonstrate the following competencies:

  • Technology & Systems Knowledge – Exhibit excellent knowledge of Microsoft Office applications
  • Office Administration – Exhibit a good understanding of a team/unit's portfolio. Ability to organize, prioritize, coordinate, and monitor distribution of a teams' activities to ensure the program is carried out properly and delivered on time
  • Project & Task Management – Ability to undertake diverse and complex assignments with minimal supervision while resolving competing demands. Demonstrate excellent organizational skills with the ability to plan and prioritize workload
  • Prioritization of Agenda – Ability to set priorities according to the office agenda and objectives. Prioritize tasks according to their importance and deadlines, or as requested
  • Effective Multi-Tasking – Ability to produce quality work for various internal requests while successfully meeting deadlines. Be proactive in addressing issues before they become problems
  • Versatility & Adaptability – Demonstrate initiative and motivation to proactively learn new procedures and technology. Possess the ability to proactively identify, prevent, and problem solve. Participate in changing activities and initiatives
  • Institutional Policies, Processes & Procedures – Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures and individual employee roles
  • Lead & Innovate – Develop innovative solutions. Make smart decisions.
  • Collaborate – Collaborate across boundaries. Give personal perspective. Willingly receive alternate perspectives.
  • Proactive Production – Interpret a wide range of information quickly to assist in continuingly moving each project and/or decision forward

Department Contact:

Donald Fleurant | Special Missions Program Manager | (603) 627-7827 x123 |