The Association for association professionals in Chicagoland
Posted: 03-Apr-26
Location: Washington, D.C.
Type: Part Time
Salary: $22.60 - $25.82/hour
Categories:
Preferred Education:
The Program Assistant provides administrative support in the planning and implementation activities. The Program Assistant position is part of a team that supports the APA Minority Fellowship Program (MFP). This program is an initiative of the Substance Abuse and Mental Health Services Administration (SAMHSA), a Division of the U.S Department of Health and Human Services (DHHS) and supported by the American Psychiatric Association
The MFP aims to improve behavioral health care outcomes and improve inequities in mental health and substance use disorders for racial and ethnic populations by growing the number of racial and ethnic minorities in the nation's behavioral health workforce. This is a high-profile initiative, with a national reach including aiding program participants and program faculty in meeting activity requirements; supporting training activities, responding to program inquiries and customer service tickets; updating the project website; running reports for stakeholders; and tracking programmatic details and deadlines.
DUTIES & RESPONSIBILITIES
- General Administrative Support
- Work independently to perform various administrative duties.
- Create and maintain organizational systems for tracking scheduling needs, files, and materials for the SAMHSA MFP team.
- Serve as a contact for the SAMHSA MFP team to ensure requests/issues are appropriately coordinated, addressed, and resolved.
- Coordinate scheduling, travel arrangements, and expense reimbursements.
- Plan, coordinate, and prepare meetings/events involving both internal staff and external clients/partners including scheduling, material preparation, and logistics/technology needs (video conferencing, presentations, Web Ex, etc.).
- Build strong relationships throughout the OneAPA to support and facilitate a collaborative team environment.
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
- Collaborate with SAMHSA MFP team on other administrative projects as needed.
- Manage expense reports and invoices for the SAMHSA MFP.
- Logistics and Scheduling
- Coordinates shipments for offsite conferences and exhibit material. Serves as a liaison between vendors and the APA Facilities Management team.
- Schedules conference calls; coordinates monthly program calls; oversees team calendar to ensure there are no conflicts and track program participation.
- Takes notes on key calls and develops minutes.
- Drafts meeting minutes during weekly meetings with the SAMHSA MFP team.
- Coordinates the logistics for in-person meetings. This includes reserving meeting space, coordinating room set-up, and/or collating meeting materials.
- Agreements and Forms
- Prepares and processes faculty agreement paperwork for subject matter experts contributing educational content/expertise to seminars/webinars.
- Processes payments for educational faculty.
- Manages various response forms such as travel reports.
- Marketing
- Monitors program schedules and initiates requests for promotional materials when appropriate.
- Provides registration lists for training activities to marketing experts for sending promotional emails.
- Proofreads promotional materials including print, web, and social media.
- Customer Service
- Answers inquiries and Helpdesk tickets as assigned.
- Other duties as assigned.
COMPETENCIES
The Program Assistant, SAMHSA MFP’s performance on these duties and responsibilities will be measured using the following competencies:
SCOPE & IMPACT
- Supports program by performing the duties listed above and contributes suggestions to improve processes.
- Success is frequently measured by the completion of individual tasks.
COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING
- Completes routine tasks while adhering to well-defined rules and standards.
- Work output is often a predictable product that is used by others to perform larger portions of the end result.
- Identifies routine and predictable problems and recommends solutions to management.
RELATIONSHIP MANAGEMENT & AUTHORITY
- Relationships primarily follow established protocol.
- Relationships may include significant interactions with members, customers, other employees, and vendors via phone calls, emails, and other modes of communication.
- Uses tact and discretion to obtain cooperation and understanding on routine matters.
ORGANIZATIONAL KNOWLEDGE
- Demonstrates a limited understanding of program team’s relationships and responsibilities within the OneAPA.
- Demonstrates a limited knowledge of policies, procedures, and terminology.
REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS
- A bachelor’s degree or three years’ work-related experience including some college level coursework.
- Must be extremely detail oriented and have excellent coordination and interpersonal skills, with ability to organize and set priorities for multiple simultaneous activities, and work independently with minimal supervision.
- Must be able to understand, generate, and synthesize material quickly and proofread for accuracy.
- Strong written communication skills which include attention to grammar and spelling.
- Required Technical skills: MS Office, web skills, SharePoint, online video conferencing.
- Preferred Technical skills: Experience with project management tracking software (SmartSheets and/or Google Docs) and web-site content management systems (WordPress).
EOE, Including Disability/Vets
