Program Coordinator, CIRCLE

Position Summary

The Program Coordinator (PC) is a full-time, grant-funded role responsible for managing the team's administrative and operational functions. In this position, the PC manages projects related to external engagements, ensuring that agreements and logistics are completed accurately and on time. The position leads and operates with the goal that All Rural Students Succeed.

Primary Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements of the position are representative of the knowledge, skill, and/or ability required, with regular and predictable attendance essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide administrative support to the team, including:
• Manage and maintain the team's calendar for internal and external engagements using Microsoft Outlook and Teams.
• Book and manage team travel and submit monthly travel and expense reports for assigned staff.
• Purchase office supplies and resource materials as needed.
• Manage and monitor sites and software platforms for team and cross-team information sharing, document management, and action tracking
• Submit and track contract and purchase requests for team events, providing regular progress reports to stakeholders to ensure compliance with PRI’s policies and procedures
• Manage systems for delivering virtual and in-person meetings and training sessions, including providing technical assistance, drafting materials and agendas, and capturing meeting notes and action items
• Track budget action items and collaborate with contractors to ensure timely submission of invoices related to the team's work
• Support reporting for various projects by ensuring project files are complete and up to date
• Monitor and recommend improvements to internal administrative processes
• Draft and proofread grant-related, financial, and contractual documents, ensuring clarity and accuracy
• Develop forms, collect data, create documents, and draft processes to support team workflows
• Other roles/duties will be assigned as necessary to assist and support in the attainment of our mission, All Rural Students Succeed

Position Location & Schedule

The position will be considered for remote work with local, state, and sometimes national travel required.

Normal business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. ET with in-office, hybrid and/or remote work a possibility. Because of the nature of the responsibility to schools, partners, funders, and to the service region, individual offices or departments may have operating hours that extend beyond this period and may include evening and/or weekend hours.

Minimum Qualifications

Education required to ensure success in this position:

• Associate's degree or five years of related experience

Experience required to ensure success in this position:

• Two years’ of administrative experience within a professional office setting
• Experience working with data collection, meeting planning/coordination, event planning, budgetary monitoring, and scheduling of meetings
• Minimum two years' experience in project management from initiation to completion, preferably including the use of software-based project management platforms

Special skills, knowledge and abilities:

• Exceptional written and oral presentation skills
• Demonstrated ability to multi-task and successfully manage several projects simultaneously
• Demonstrated and practical, professional experience with the Microsoft Office 365 suite of software, including: Word, Outlook, Teams, Project, Excel, PowerPoint, etc. Additional experience with process mapping software is a plus
• Must maintain confidentiality and protect the private nature of files and correspondence.
• Demonstrated experience in event planning and implementation.
• Demonstrated ability to build relationships and work collaboratively with others
• Must have a willingness to learn new skills and train for new processes quickly and on a rolling basis

License, certification, or registration necessary:

• Valid driver’s license
• Successfully complete pre-employment background check

Physical requirements:

• Ability to work in a high energy office
• Ability to accurately communicate and exchange information with partners, stakeholders, and/or meeting participants
• Ability to occasionally lift up to 25 lbs
• Ability to travel independently by car and plane regionally and nationally
• Ability to operate standard office equipment
• Ability to operate motor vehicle

Environmental conditions:

• Work in a fast-paced setting with frequent interruptions and shifting priorities