Program Coordinator - NIH iCrisp

Job Purpose:

The Program Coordinator manages day-to-day activities to ensure projects meet organizational goals and requirements. The PC maintains procedures and office administrative systems to fulfill the administrative role, ensuring project objectives, aims, and outcomes align with the project budget.

Main Responsibilities:

• Support organizational operations by maintaining efficient office systems and procedures.
• Coordinate and support program activities, ensuring tasks and activities are completed in a timely manner.
• Maintain office services by developing tracking and filing systems for program activities.
• Prepare and process supply requisitions, and track orders, invoices, and payments.
• Maintain accurate program records, procurement documentation, and activity-tracking systems.
• Enter and maintain reports, program activities, and records in Relief Compass.
• Generate routine program reports and maintain organized paperwork and filing systems.
• Monitor program activities, deadlines, schedules, and required documentation.
• Assist with program planning, implementation, coordination, and follow-up activities.
• Communicate with staff, participants, partners, and other stakeholders regarding program activities and requirements.
• Coordinate meetings, appointments, program events, and other activities as needed.
• Prepare meeting materials, agendas, sign-in sheets, and minutes.
• Track program supplies, resources, and equipment to support effective program operations.
• Order office and program supplies and coordinate office equipment maintenance and service.
• Answer, screen, and direct telephone calls professionally.
• Greet and assist visitors, providing appropriate information and support.
• Monitor, organize, and respond to emails in a timely manner.
• Assist with collecting, organizing, and maintaining program data and supporting documentation.
• Identify and communicate program needs, concerns, and follow-up items to appropriate staff.
• Provide administrative and logistical support to program staff and management.
• Participate in program activities, outreach, and community events as requested.
• Assist with monitoring program progress and ensuring activities align with organizational requirements.
• Collaborate with team members to support program goals and successful service delivery.
• Perform other program coordination, administrative, and organizational duties as assigned.

Scope and Travel:

• N/A

Qualifications:

• This position requires a high school diploma, GED, or equivalent experience. A bachelor’s degree in business administration or a related field is preferred.

Experience:

• Previous experience in administrative support, program coordination, office management, or a related field.
• Experience maintaining program records, reports, databases, and electronic filing systems.
• Experience entering and maintaining program information and records in Relief Compass or similar case-management/program-tracking systems.

Skills & Competencies:

• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and other office software.
• Ability to prepare reports, correspondence, meeting minutes, and other program documentation.
• Strong attention to detail and ability to maintain accurate and confidential records.
• Ability to coordinate program activities, schedules, meetings, supplies, and other administrative needs.
• Ability to communicate professionally with staff, clients/participants, community partners, and visitors.
• Ability to work independently as well as collaboratively as part of a team.
• Ability to handle sensitive information with professionalism and confidentiality.
• Strong problem-solving, follow-up, and organizational skills.
• Ability to adapt to changing priorities and perform multiple tasks in a fast-paced environment.
• Knowledge of procurement procedures, supply ordering, invoice tracking, and general office operations preferred.