Job Description

Job Description

POSITION SUMMARY:

We are seeking a dynamic and organized Project Operations Coordinator to support the Chief Program Officer (CPO) in ensuring the effective execution of our mission-driven initiatives. This dual role combines high-level administrative support with project management responsibilities, making it essential for the successful operation of our programs and strategic objectives. This person works collaboratively with program managers and senior management to provide further support to supervisors and staff. This position works collaboratively with colleagues within and outside the agency.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

_ Project Management Duties:_

• Assist in the planning, execution, and monitoring of various projects aligned with the organization’s mission.
• Develop project plans, timelines, and budgets, ensuring that all project milestones are met.
• Collaborate with cross-functional teams to ensure effective communication and coordination of efforts.
• Track project progress and prepare regular status reports for the CPO and other stakeholders.
• Identify potential risks and challenges, proposing solutions to ensure project completion.
• Implement software or tools to streamline workflows and enhance efficiency

_ Executive Assistant Duties:_

• Provide comprehensive administrative support to the Chief Program Officer, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and organize materials for meetings, including agendas, reports, and presentations.
• Function as a liaison between the CPO and other departments, stakeholders, and external partners.
• Handle correspondence, including emails and phone calls, ensuring timely responses and follow-ups.
• Maintain confidential files and ensure that sensitive information is managed appropriately.
• Other duties as assigned

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Project Management, or a related field.

• Minimum of 3 years of experience in an executive assistant or project management role, preferably in a non-profit organization.

• Develop and implement solutions using technology to enhance project management,
  track progress, and improve data reporting across teams.

• Create custom dashboards and automated workflows to streamline data
  collection and reporting processes, ensuring that all stakeholders have access to real- time information.

• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.

• Excellent communication skills, both written and verbal.

• Proficiency in project management software and Microsoft Office Suite.

• Ability to work independently, take initiative, and maintain a high level of confidentiality.

EDUCATION, SKILLS, AND EXPERIENCE:

• Master’s Degree Preferred.
• Bachelor’s degree with 5 plus years of experience in Management and 3 years of experience in Human or Elder Services, preferably working with elders.
• Experience working in a Health and Human Services agency in a supervisory role is strongly preferred.

PHYSICAL REQUIREMENTS OF THE JOB:

• Ability to lift and carry objects frequently weighing up to 10 to 15 pounds.
• Ability to climb stairs.
• Ability to travel to the community to perform visits at consumers’ homes.
• Work requires regularly standing, stooping, and bending.