NRWA Program Assistant

The National Rural Water Association is a non-profit organization dedicated to training, supporting, and promoting the water and wastewater professionals that serve small and rural communities across the country. NRWA provides education, training, and technical assistance to all 50 States through affiliated State Rural Water Associations. Rural Water training and technical assistance covers every aspect of operating, managing, and financing water and wastewater utilities.

The Program Assistant (PA) provides administrative, data, and compliance support to the Program Manager(s) to whom the PA is assigned, in the implementation and administration of NRWA’s national, federally funded programs. These programs are carried out by State Rural Water Associations under NRWA subawards, and the PA helps the Program Manager track their deliverables, data, and reporting. This is a support role; the PA does not manage a program, award, or subaward, and does not approve expenses or changes to award terms, budgets, or program procedures. The Program Assistant position is not exempt from the overtime provisions of the FLSA.

Responsibilities and Duties

• Mission: Support program activities that further the NRWA mission which is to “Strengthen State Associations.”
• Program Support: Develop a thorough understanding of each assigned program, including its deliverables, expectations, and deadlines. Track each assigned award separately under its own subawards and reporting requirements, and proactively keep the Program Manager informed of upcoming deadlines and deliverables.
• Program Policies and Procedures: Assist the Program Manager in preparing program policies, procedures, operating plans, subaward documents, and the program start-up guide at the beginning of each program period. Distribute documents to State Associations only after they have been approved by the Director of Federal Programs.
• Administrative Support: Create correspondence, reports, documents, spreadsheets, and presentations. Manage calendars and schedule meetings across time zones using video conferencing software (e.g., Zoom, Microsoft Teams). Prepare meeting agendas and notes, including for the monthly federal programs portfolio meeting when requested.
• Stakeholder Communication: Communicate program requirements, approved guidance, and deadlines to State Association staff, and schedule program-related meetings. Maintain positive working relationships with State Association Executive Directors, program staff, and field technicians, and with NRWA departments (e.g., Resource Development, IT, Accounting, Compliance, Legislative) and fellow Program Assistants.
• Questions on Award Terms and Guidance: Refer questions about award terms, eligibility, budgets, or the meaning of agency guidance to the Program Manager. Do not give State Associations or agency staff an interpretation or commitment on behalf of NRWA, and share agency guidance with State Associations only after it has been confirmed in writing through the appropriate channel.
• Records Management: Maintain program files, written agency guidance, subaward documents, and correspondence in the program’s SharePoint site, in accordance with records-retention requirements.
• Compliance & Reporting: Assist the Program Manager in preparing accurate and timely monthly, quarterly, and ad hoc reports, including compiling significant contacts, training session verification, and data processing. Track deliverables and reports due from State Associations under their subawards and flag late or incomplete items to the Program Manager. Promptly notify the Program Manager of potential compliance issues.
• Field Technician Certifications: Track field technicians’ Utility Management Certification (UMC) and/or Utility Finance Certification (UFC) and assist with the renewal process.
• Data Management & Analysis: Become proficient in WaterLog, including data entry, report generation, and verification. Review log entries weekly for incomplete or missing data (e.g., contact name, phone number, purpose of the entry) and flag entries that may involve ineligible systems for Program Manager review. Analyze WaterLog data using Excel, Power BI, ArcGIS, or other tools to support decision-making. Work with the Program Manager to request enhancements or additional reports from IT, and help test new WaterLog features before nationwide rollout.
• Financial Support: Assist the Program Manager in tracking subaward reimbursement requests and supporting documentation, and coordinate with the accounting department as directed. The PA does not approve expenses.
• Proposals: Support the Program Manager and grant writing team in preparing funding proposals and identifying funding opportunities.
• Coverage: Provide support to other Program Managers and programs as assigned by the Director of Federal Programs, including during absences or vacancies.
• Confidentiality: Maintain the confidentiality of sensitive information.
• Representation: Represent NRWA and the program positively at all times.
• Travel: Ability to travel occasionally for training and NRWA events.
• Perform other duties as assigned by management.

Qualifications and Skills

• Outstanding written and verbal communication skills.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy; reliable and trustworthy with sensitive information.
• Proficiency in MS Office 365, particularly Excel, and digital collaboration tools (e.g., Teams, SharePoint).
• Experience with data analysis tools (e.g., Power BI, ArcGIS) and database management systems is a plus.
• Knowledge of State Rural Water Associations, the water/wastewater industry, non-profit organizations, or federal grant programs is a plus.
• Ability to work independently and as part of a team.

Collaboration and Relationships

The Program Assistant reports directly to the Program Manager to whom the PA is assigned. A PA may support more than one Program Manager or program, as determined by the Director of Federal Programs. The Program Assistant collaborates with State Association management and program staff, NRWA departments, and fellow Program Assistants, and has contact with federal agency staff as directed by the Program Manager. The Program Assistant participates in the monthly federal programs portfolio meeting when requested.

Growth and Development

NRWA is committed to fostering professional growth. The Program Assistant will have opportunities to participate in industry conferences, workshops, and webinars, expand their professional network, attend professional development, and receive mentorship from senior colleagues.

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person