Project Coordinator

The Project Associate facilitates meetings and trainings, conducts research, and provides administrative and project management support across the REMS project.

Meetings, Trainings and On-Site   

  • Secures hotel and/or other venues for meeting space and/or sleeping rooms.
  • Generates and updates registration and rooming lists.
  • Oversees the set-up of audiovisual arrangements as needed.
  • Contacts and works with all applicable vendors as needed.
  • Prepares logistical and confirmation letters for clients, attendees, speakers/VIPs, and vendors.
  • Works with Project Director, Program Associate, and client to develop meeting materials as necessary.
  • Provides onsite support, in most cases the sole SEI point of contact for on-site trainings.
  • Manages the entry of data into conference databases, generates reports, and performs mail merges as required.
  • Corresponds with client and attendees via phone, email, fax, Federal Express, and U.S. Mail.
  • Arranges, facilitates, and otherwise supports webinars and conference calls.
  • Manages supply inventory and orders as needed.

Research                                                      

  • Conducts research and provides support for a variety of research related activities, including, but not limited to data analysis and dissemination of information; develops workshop packets, fact sheets, and newsletters.  
  • Performs and synthesizes research related to various education and emergency management projects that may include Internet searches, conducting telephone or in-person interviews, administering surveys, and taking notes at meetings or during field observations.
  • Maintains Listserv Summaries – summarizes into monthly report to present to Project Director
  • Assists Project Director in outreach efforts by gathering and soliciting information from subject matter experts for consultant data
  • Drafts summary reports and papers.
  • Data entry and analysis activities, such as transcription of focus group notes, thematic analysis of interviews, and survey data analysis using Excel, Access, and/or SPSS;
  • Analyzes training reports to synthesize evaluation data and prepare results
  • Serves as primary note-taker in some meetings and prepares reports for Project Director.

 

 

Administrative Responsibilities:                                             approximately 10 – 20%                                

  • Edits documents; develops letters to consultants, helps assemble program materials
  • Enters project tasks on Sharepoint site and maintains project and training calendars and timeline
  • Creates charts to depict planned work and work accomplished in a specified time period
  • Supports project staff across REMS project as needed
  • Updates style guides
  • Organizes bi-monthly report which involves gathering information from all parties and summarizing this information into a project report
  • Sends weekly updates to project staff
  • Work product (e.g., reports, tools) creation support (online and print)
  • Responds to inquiries about using online data collection forms.

  • Bachelor’s degree strongly preferred
  • 1 - 2 years administrative or customer service experience
  • Microsoft Office proficiency required; knowledge of MS Access preferred
  • Ability to multi-task, meet deadlines and client schedules, and have a flexible, practical approach to helping clients.
  • Excellent communication skills, both spoken and written; proofreading or copyediting experience a plus.
  • Self-starter with strong time management and multi-tasking skills.
  • Ability to work under pressure, managing several assignments with multiple and tight deadlines.

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