Program Associate

The Program Associate is responsible for providing administrative support to PSP and THRIVE, providing targeted support to the program/project directors. Key responsibilities include supporting in-person and virtual meetings, Technical Assistance (TA) activities, contracting processes, invoicing, communications processing, and contact lists.

ESSENTIAL RESPONSIBILITIES

Pediatrics Supporting Parents (PSP) and Tribal Home Visiting Resource Institute for Excellence (THRIVE) Responsibilities:

• Assist the Program Director with administrative needs, including developing reports, scheduling and preparing for internal and external meetings, preparing materials for mailings, maintaining an organized electronic filing system, maintaining mailing lists, and maintaining the project calendar.
• Manage contracting and procurement processes.
• Process project expenses, including check requests and expense reports.
• Attend and/or record key PSP meetings and provide meeting notes.
• Schedule and support TA activities and work closely with related staff and/or vendor(s) to ensure coordinated effort:
  • Provide formatting and design of documents for presentation as needed.
  • Provide logistical planning and administrative support to audio conferences, webinars, and in-person grantee meetings as needed.
  • Maintain a virtual meeting platform, manage recordings and follow-up activities as needed.
  • Work with the Program Director to support in-person and virtual meetings.
• Develop and maintain internal databases as needed for the project.
• Support dissemination and communication efforts through direct mailings and electronic dissemination efforts.
• Provide professional customer service and prompt response to project-related inquiries.
• Provide general administrative and program support as needed.
• Some travel, including overnight stays.
• Other duties as assigned.

ESSENTIAL SKILLS & EXPERIENCE

• At least 2 years of experience in administrative or office support role.
• Strong knowledge and experience using Microsoft Word, PowerPoint, Access, Excel and Photoshop.
• Strong knowledge and experience using Adobe Connect.
• Excellent customer service skills.
• Excellent organizational skills; excellent problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to work independently as well as in a team structure.
• Ability to manage multiple duties effectively and efficiently.
• Ability to be flexible and adaptable to dynamic changes in the work environment.
• Strong interpersonal skills.

EDUCATION

Bachelor’s degree or equivalent experience.

COMPENSATION & BENEFITS

This position's salary is estimated to be $40,000 to mid $55,000s depending on experience, geo-location, budget, and other comparable and similarly scoped internal positions. In addition to salary, ZERO TO THREE offers a comprehensive benefits package including medical, dental, vision, HRA, retirement contributions, generous leave benefits and more.

PHYSICAL REQUIREMENTS

While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.