Administrative Program Coordinator

We are seeking an organized and proactive Administrative Program Coordinator to support our program's operations. This role requires a versatile individual with a strong background in administrative support, technology, including knowledge of AI/ML tools and Jira, and marketing. The ideal candidate will be a central point of communication and coordination, ensuring efficient program operations.

Documentation Management:

• Draft, edit, and proofread program-related documents, reports, and presentations.

· Maintain a centralized repository for all program documents, ensuring proper organization and easy retrieval.

· Assist in creating templates and formatting guidelines for consistent documentation across the team.

· Review and update existing documents to ensure accuracy, relevance, and compliance with organizational standards.

· Track and manage document revisions to ensure proper version control and prevent duplication.

· Collaborate with team members to gather and compile information for reports, manuals, and other documentation.

· Support the preparation of meeting minutes, summaries, and action items for distribution to stakeholders.

Meeting and Communication Support:

· Coordinate and manage meeting logistics, including booking rooms, setting up virtual meeting links, and sending calendar invites.

· Prepare and distribute meeting materials, such as agendas, presentations, and supporting documents, in advance.

· Track and follow up on action items from meetings to ensure timely completion by responsible parties.

· Serve as a liaison between team members and external stakeholders to facilitate clear and efficient communication.

· Assist in drafting and proofreading internal and external communications, such as emails, memos, and announcements.

Marketing and Outreach:

• Develop and execute marketing strategies to promote the program.
• Collaborate with stakeholders to ensure consistent branding and messaging.

· Research and identify new opportunities for audience engagement and program growth.

AI/ML Tools Utilization:

• Leverage AI/ML tools to streamline workflows and improve program efficiency.
• Provide insights and recommendations based on data analysis using AI/ML tools.

Jira Knowledge:

· Learn and apply Jira workflows to ensure proper task assignment, progress tracking, and status updates.

· Assist in maintaining data integrity within Jira by ensuring tasks and issues are properly categorized and updated.

· Provide feedback on how Jira can be better utilized to streamline workflows and improve team efficiency.

Records Management Oversight:

• Ensure compliance with records management policies and procedures.
• Oversee the organization and archiving of program records.

· Assist in organizing and maintaining records in accordance with established policies and procedures.

Shared Mailbox Management:

• Monitor and manage the program's shared mailbox, ensuring timely responses to inquiries.
• Route emails to appropriate team members and track follow-ups.

Communication Plans:

• Develop and implement communication plans to keep stakeholders informed and engaged.

· Help organize and promote events, workshops, or webinars to engage stakeholders and share program updates.

· Collaborate with internal and external stakeholders to ensure their needs and concerns are addressed in communication plans.

· Assist in preparing presentations, talking points, or other materials for meetings and public forums.

Program Representation:

• Act as the primary representative of the program, fostering positive relationships with stakeholders.
• Provide consistent and professional communication on behalf of the program.

Qualifications:

• Bachelor's degree in Business Administration, Marketing, Communications, or a related field. Equivalent experience may be considered.
• Minimum of 3 years of administrative or program coordination experience.
• Experience on federal government projects interfacing with large teams and stakeholder groups.
• Experience with marketing, AI/ML tools, and Jira highly preferred.
• Proficiency in Microsoft Office Suite, Jira, and AI/ML tools.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to be effective, disciplined and motivated, and work well with stakeholders and team members in a remote/telework environment.

Key Competencies:

• Attention to detail and accuracy.
• Problem-solving and critical thinking.
• Strong interpersonal and relationship-building skills.
• Adaptability to new technologies and tools.
• Ability to work well with cross-functional teams.

Employee Benefits:

• Medical, dental, & vision benefits
• Employer-paid long-term & short-term disability, life insurance
• 401k Plan with generous company matching
• Fifteen days paid time off (PTO) and federal holidays
• Salary dependent upon skills and experience

Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.

· Problem-Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.

· Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

· Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity; upholds organizational values.

· Strategic Thinking - Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.

· Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention.

· Qualifications -To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Planning/Organizing - Prioritize and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

· Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

· Language Skills - Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, proposals, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

· Mathematical Skills - Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

· Reasoning Ability - Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to question activities and issues in all functional areas and make sound business decisions based on that data.

· Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit, talk, type or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms.

If you need an accommodation to access our careers page, please email with your name and contact information for assistance.

The specific statements shown in the Minimum Qualifications section represent typical elements considered necessary to successfully perform the job.

ArcSource Group, Inc. is an Equal Opportunity employer as required by law. All qualified applicants will receive consideration is for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, sexual orientation, gender identity, pregnancy or childbirth, genetic information, arrest or conviction record, or any status protected by federal, state, and local law.

ArcSource Group participates in the E-Verify Employment Verification Program.

Job Type: Full-time

Pay: $75, $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Health savings