Program Assistant

Prevention Program Assistant

ICF is currently seeking a Prevention Program Assistant to serve as part of a team designed to strengthen a prevention-oriented, compliance-focused culture across the Office of Refugee Resettlement's care provider network by aligning policy, expectations, training, communication, monitoring and continuous quality improvement. This project is part of our Prevention of Sexual Abuse project that conducts compliance audits and technical assistance for the Office of Refugee Resettlement provider community. This is for a six-month duration with the opportunity for extension beyond the initial term, subject to project needs, funding, and organizational requirements. The project will provide a team of prevention experts to collect and analyze data that will inform system improvements to create a culture of safety focused on preventing child abuse and neglect. Staff will be embedded in ORR's response team to understand serious incidents, monitoring and audit findings, and other qualitative and quantitative data as part of a quality planning cycle. The team will be responsible for assessing protocols, practices, and workforce of approximately 150 care provider programs as it relates to a culture and climate of safety and making recommendations for strategies and tools to improve safety and prevent child abuse and neglect.

Roles and Responsibilities

• Provide critical support for the prevention team, supporting workflow management, data organization, documentation, quality control, scheduling, and coordination across a geographically dispersed/remote team.
• Provide day-to-day administrative and operational support to the Manager and Prevention Specialists.
• Maintain workplans, calendars, assignment trackers, deliverable schedules, action-item logs, and other project management tools.
• Coordinate meetings, interviews, working sessions, trainings, provider engagements, and other project activities.
• Prepare agendas, meeting materials, notes, action items, and follow-up documentation.
• Track assignments, decisions, dependencies, due dates, and follow-up actions to support team accountability.
• Support collection, receipt, organization, and cataloging of serious incident report-related information, monitoring and audit findings, provider information, and other project inputs.
• Maintain organized data repositories and document libraries to support efficient retrieval and analysis by Specialists.
• Perform routine data entry, data cleaning, formatting, reconciliation, and quality checks under Specialist/Manager direction.
• Maintain provider-level trackers covering assessments, identified issues, recommendations, interventions, corrective actions, and implementation status.
• Support aggregation of information across approximately 150 provider programs for trend analysis and reporting.
• Generate routine tables, status summaries, dashboards, and recurring reports from established data and tracking systems.
• Format and assemble reports, briefings, presentations, guidance, tools, training materials, and other project deliverables.
• Maintain version control and standardized templates for project products.
• Conduct first-level administrative quality reviews for completeness, formatting, internal consistency, and adherence to established templates before products advance for technical review.
• Maintain inventories of standardized tools, resources, templates, checklists, and implementation materials developed under the project.
• Coordinate distribution of approved guidance, tools, communications, and training materials.
• Support logistics and attendance tracking for training, technical assistance, and stakeholder engagement activities.
• Maintain stakeholder and provider contact lists and support communications across the remote prevention team.
• Support preparation of recurring status reports and leadership briefings by compiling accomplishments, upcoming activities, risks, actions, and key metrics.
• Document and track feedback on tools, training, and implementation resources to support continuous improvement.
• Provide administrative support for cross-ORR and provider coordination activities under the project.

Basic Qualifications

• Minimum of 2 years' experience working to administratively support a team in a remote environment
• a bachelor's degree (5 years' experience as an administrative assistant may be substituted for a bachelor's degree)
• Must be able to obtain and maintain and Public Trust Clearance.

Preferred Skills

• Knowledge of migrant/refugee issues, particularly related to children.
• Experience working for a refugee program.
• Prior work experience in a consulting environment.

Professional Skills

• Ability to promote and contribute to an equitable and inclusive organizational culture and environment.
• Solid team player with proven ability to manage competing priorities, perspectives and stakeholder needs.
• Excellent verbal, interpersonal and written communication skills.
• Demonstrated outstanding level of professionalism, including ability to exercise good judgment, discretion, tact and diplomacy.

Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position. The pay range for this position based on full-time employment is: $61,232.00 - $104,094.00 Nationwide Remote Office (US99) group id: 10106050