Program Administrative Coordinator (Higher Education/Public Health Association, Contract)

The Choice is seeking an immediate temporary Administrative Coordinator for our client, a higher education association in the public health space.

This is an important support role during a busy period in the organization, leading up to their annual meeting in March. The anticipated timeline is ASAP-March 2025. This role will directly support programs and leadership in their Office of Learning division.

The ideal candidate will have/will be:

• Bachelor’s degree
• Previous administrative/coordination/support experience at an association or nonprofit organization
• Expertise with Microsoft Office (including Word, Excel, Outlook, PowerPoint), Adobe PDF, Smartsheet or similar software and videoconference/meeting software such as Zoom/Teams.
• Previous experience with events a plus
• Strong written and verbal communication skills.
• Problem-solving mindset, proactive, confident, process-oriented

Job Duties will include:

• Provide direct support to the Chief Learning Officer by maintaining websites, sending and receiving communications, setting up and running meetings, developing agendas, minutes, and schedules, reviewing budgets, processing reimbursement requests, as well as other activities as assigned.
• Prepare communications to program fellows and faculty.
• Communicate with fellows and program faculty regarding planned meetings, graduation luncheons/dinners and other events.
• Send meeting invitations and reminders to Fellows, track registration and ensure smooth running of the programs.
• Prepare certificates, awards, and books for the Annual Session. Develop and maintain a Smartsheet for award recipients' attendance at the Annual Session & Exhibition.
• Review registrations and attendance.
• Support live webinar events as needed.
• Prepare program mentor-mentee rosters from Qualtrics survey.
• Send invitations to students, mentors and liaisons to the Annual Session and Exhibition.
• Prepare student name list and create a PowerPoint for the Annual Session reception.
• Prepare award certificates for shipping and mail certificates to awardees, as needed, after the Annual Session.

The office is located in downtown DC and is very walkable from all Metro lines (close to Gallery Place/Metro Center). The office has a required hybrid schedule of Tuesdays/Wednesdays/Thursdays in the office, M/F remote. The schedule is 9AM-5PM, 35 hour work week.