Prevention Program Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Offer essential support to the prevention team, including managing workflows, organizing data, handling documentation, ensuring quality control, scheduling, and coordinating efforts across a geographically diverse remote team.

• Deliver daily administrative and operational assistance to the Manager and Prevention Specialists.

• Oversee workplans, calendars, assignment trackers, deliverable schedules, action-item logs, and project management tools.

• Organize meetings, interviews, working sessions, trainings, provider engagements, and other project-related activities.

• Prepare agendas, meeting materials, notes, action items, and follow-up documentation.

• Monitor assignments, decisions, dependencies, due dates, and follow-up actions.

• Assist in the collection, receipt, organization, and cataloging of serious incident report-related information, monitoring and audit findings, provider information, and other project inputs.

• Maintain structured data repositories and document libraries.

• Carry out routine data entry, data cleaning, formatting, reconciliation, and quality checks.

• Keep provider-level trackers updated for assessments, issues, recommendations, interventions, corrective actions, and implementation status.

• Aid in the aggregation of information from approximately 150 provider programs for trend analysis and reporting.

• Create regular tables, status summaries, dashboards, and recurring reports.

• Format and compile reports, briefings, presentations, guidance documents, tools, training materials, and other deliverables.

• Ensure version control and maintain standardized templates.

• Conduct first-level administrative quality reviews to check for completeness, formatting, consistency, and adherence to templates.

• Keep inventories of tools, resources, templates, checklists, and implementation materials.

• Coordinate the distribution of approved guidance, tools, communications, and training materials.

• Assist with logistics and attendance tracking for training, technical assistance, and stakeholder engagement.

• Maintain stakeholder and provider contact lists and facilitate communications across the remote prevention team.

• Support the preparation of recurring status reports and leadership briefings by compiling accomplishments, activities, risks, actions, and key metrics.

• Document and monitor feedback on tools, training, and implementation resources for ongoing improvement.

• Provide administrative support for activities involving cross-ORR and provider coordination.

⛳️ Requirements

• At least 2 years of experience in providing administrative support to a team in a remote setting.

• A bachelor’s degree, or 5 years of experience as an administrative assistant may be accepted in lieu of a bachelor’s degree.

• Must be able to obtain and maintain a Public Trust Clearance.

• Familiarity with migrant/refugee issues, particularly as they pertain to children (preferred).

• Experience in a refugee program (preferred).

• Previous work experience in a consulting environment (preferred).

• Ability to foster and contribute to an equitable and inclusive organizational culture and environment.

• Capacity to manage competing priorities, perspectives, and stakeholder needs.

• Strong verbal, interpersonal, and written communication skills.

• Proven professionalism, judgment, discretion, tact, and diplomacy.

🏝️ Benefits

• Six-month contract duration with the possibility of extension beyond the initial term, contingent on project requirements, funding, and organizational needs.

• Equal opportunity employer.

• Reasonable accommodations available throughout the application and employment process.

• Benefit offerings as referenced in the Transparency in Benefits Coverage Act.