Administrative Assistant/Assistant Program Coordinator- AFRL

Assistant Program Coordinator

The Assistant Program Coordinator provides administrative support to USRA's Senior Program Manager and the AFRL Scholars Program Team at Kirtland Air Force Base (KAFB). Under the direct supervision of the Senior Program Manager, this person will assist the team with the implementation of program activities and events, general office support to ensure efficient daily operations, assist with data reporting, and other operational duties as needed.

USRA is seeking an Assistant Program Coordinator for a full-time, short-term (6-month) position in Albuquerque, NM. This position supports our team with day-to-day administrative tasks and is a great opportunity for early career professionals to build foundational office experience. We're looking for someone who enjoys keeping things organized, is detail-oriented, possesses a customer-service mindset and ability to work well with others, and is eager to learn.

Essential Duties/Responsibilities:

• Assist with implementation and logistical coordination of program events:
  • Setting up meeting room configurations and supplies, tracking guest attendance, welcoming guests, sending event reminders/surveys, and event clean-up.
  • Assembling program materials, supplies, and printing documents.
  • Confirming tours, speakers, catering orders, etc.
  • Traveling to multiple locations across Albuquerque, NM, to procure materials, supplies, and catering orders for program events.
• Provide general office support:
  • Provide professional interface and impeccable customer service to all program participants, mentors, scientists, engineers, and senior management.
  • Organize and maintain digital filing systems.
  • Support office operations such as ordering supplies and coordinating with vendors.
  • Create and update documents, spreadsheets, reports, and presentations as required.
  • Assist with data entry, preparation of forms, reports, and presentations as necessary.
• Handle sensitive information in a confidential manner.
• Participate in required meetings, activities, and related projects.
• Contribute to the team by assisting with other special projects as requested by USRA management.

Required Qualifications:

Education:

• Associate's or Bachelor's degree in business, education, or related degree is required.

Experience:

• Strong computer application skills emphasis on Microsoft Word, Excel, Outlook, Teams, Adobe Acrobat, and databases are essential.
• 1+ years of experience in office administration is desired.

Knowledge, Skills & Abilities:

• High degree of communication (written and verbal), interpersonal and organizational skills.
• Ability to establish priorities, and transition easily between projects requiring simultaneous attention.
• Strong work ethic, dependable/reliable, and keen attention to detail.
• Ability to work well individually, and as part of a team, in a fast-paced environment handling high volume work while maintaining quality and accuracy.
• Extremely organized and willing/open to learn new skills.
• Familiarity with social media platforms and infographic software (i.e., Venngage and Canva) is strongly desired.
• Ability to handle sensitive and confidential information with a high degree of professionalism.
• Excellent interpersonal skills for professional, effective interaction with management and customers.
• Possess a strong attention to detail and ability to follow through on tasks.
• Must be a U.S. citizen and able to pass a government security background investigation at the Secret Security Clearance level.

Working Conditions:

This job operates in a professional office environment. This role routinely uses standard office equipment, including computers, phones, and photocopiers. Extensive online usage. This is largely a sedentary role. Occasional lifting of items weighing less than twenty-five pounds may be required.

Travel:

This position requires traveling to multiple locations across Albuquerque, NM, to procure materials, supplies, and catering orders for program events.