Recently postedAdministrative

Unit Assistant Coordinator/Project Specialist

Beacon Systems, IncCranston, RI🇺🇸United States

Quick overview

SeniorityMid Senior

Work modeOn Site

LocationCranston, RI, United States

Scheduling

Job description

Position: Unit Assistant Coordinator / Project Specialist

Location: Onsite- Cranston, RI

Duration: 12 Months+ (At least 1 Years from projected start date)

Role Overview: Supports the Project Director, Assistant Director, and other staff by coordinating federal grants, reports, contracts, assigned projects, and the program’s daily operations. As a member of the project planning team, the Project Specialist helps guide the strategic coordination of projects from planning through completion.

Project and Contract Coordination

Facilitates meetings, communicates with stakeholders, provides customer service, manages scheduling, supports project planning, prepares meeting minutes, and assists with presentations.

Coordinate program activities with other functional units and financial staff while promoting collaboration among teams.

Assists with community presentations and annual site visits to funded agencies.

Provides varied program support under the supervision of the Project Director and Assistant Administrator.

Unit Assistant Coordinator: Coordinates unit activities to support effective and efficient operations, including travel arrangements, meeting schedules, key contract lists, conferences, webinars, and other events. The position assists staff with complex, responsible assignments and requires excellent organizational skills demonstrated through relevant work experience or education in administrative assistance, secretarial support, project coordination, or a related field. The role also requires independent judgment when following clearly defined processes and procedures and includes other related duties as assigned.

SUPERVISION RECEIVED: General instructions are provided at the start of each new assignment, with detailed guidance for unfamiliar tasks. Work is reviewed for accuracy and completeness. The employee has daily contact with the supervisor, participates in weekly supervisory meetings, and works directly with the program’s Project Director and Assistant Director.

Unit Assistant Coordinator/Project Specialist:

To assist with the coordination of Unit work and to assume responsibility to assist key staff with the operational duties they have. Processing travel, assisting with schedules, correspondence etc. are all duties of this position.

The primary duty of the position will assist the Project Director and the Assistant Director and other designated staff.

To perform varied assistant coordinator duties and some clerical work of a complex, difficult and responsible nature and which requires the exercise of independent judgement in following clearly prescribed procedures such as:

To prepare, verify and process requisitions, vouchers, claims and other records, forms or reports of a program support assistant and/or of a clerical nature related to fiscal activities; to process time, leave, travel, appointment, payroll or other personnel and related records, forms and reports; to index and file records, forms, reports, etc.; to proofread documents; to assemble, compile, verify and analyze routine statistical clerical data, including the preparation of tables and charts prescribed by a superior; to code data to be used for mechanical tabulations; to prepare, verify, process and maintain other varied and important office records and reports.

To perform receptionist duties such as receiving visitors, organizing schedules/meetings/training of up to two administrators, partner coordination or schedules and/or events, assist staff in the preparation of forms or records.

Assist both the Project Director and Assistant Director with program project planning and assist leadership in the weekly review of those plans as well as assist with agency and cross-agency meeting facilitation.

To operate and on occasion delegate operations of office equipment such as copiers, printers, ordering supplies, calculators and adding machines, as required, in the performance of clerical duties under conditions not requiring skilled operation of such equipment.