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Program Assistant

Location : New York City
Job Type : Temp/Contract
Start Date : 08/15/2022
End Date : 08/15/2023
Hours : Full Time
Travel : No
Relocation : No

Job Description :
Opportunity with New York State Agency that focuses on climate change and sustainability.


  • Deliver on high priority requests with a sense of urgency as needed 

  • Brief senior program staff as necessary

  • Perform other duties as requested

  • Records Retention

  • Maintain timely and accurate record keeping for required program documentation • Maintain contact lists for external parties (federal, state, and local) and internal parties for records distribution 

  • Maintain efficiency and accuracy of filing structures .

  • Manage the circulation of critical internal and external programmatic documentation • Maintain a working knowledge of the program to support program functions in delivery, compliance, and operational facets 

  •  Provide logistical support, typing, document review for content and format, filing, files maintenance, photocopying

  • When necessary, provide logistical support for program operations, such as: scheduling meetings/rooms, creating meeting agendas and event preparation or support • Maintain the system for project completion visualization

  •  Tracks project information, drafts memos, correspondence, presentations, or other documents as needed Communications 

  •  Maintain shared inboxes for communication of and functions required for program delivery and operations compliance 

  • Ensure accurate and timely communication of high priority correspondence 

  • Communicate with Federal, State, and local agencies, on documentation, project updates, reports, and requirements Knowledge Management & Compliance Coordination

  • Provide administrative support to program coordination for project and/or subrecipient closeout functions

  • Support knowledge management, training and administrative functions including but not limited to scheduling, notetaking, email support or materials creation 

Required Qualifications :

• Bachelor’s Degree and 3 years of relevant experience highly preferred

• Ability to travel within Long Island, NYC and Albany areas 

• Detail oriented 

• Highly proficient in the use of Microsoft Word, Excel (including formulas and report building), other Microsoft Office applications and other standard computer applications

• Fast learner, who will require minimal supervision 

• Ability to produce high quality work in a fast-paced environment 

• Ability to participate productively as a contributing member in a team environment 

• Ability to communicate effectively and concisely 

• Display a high level of initiative, effort, and commitment towards completing assignments in a timely manner


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