Program Assistant

MobilizeGreen-posted 2 months ago
DC
11-50 employees
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MobilizeGreen is seeking a Program Assistant to support our Maintenance and Infrastructure Fellowship Program (MIFP) program in Washington, DC. In this role, you’ll help advance MobilizeGreen’s mission to build the next generation of environmental and conservation leaders by recruiting and supporting Fellows who serve with the U.S. Fish & Wildlife Service (FWS). As a Program Assistant, you’ll play a key role in the day-to-day coordination of the MIFP program, helping to keep deliverables on track, documentation organized, and communications flowing smoothly across teams and partners. You’ll assist with program administration, recruiting and onboarding, data tracking, and participant services to ensure that every Fellow and partner has a seamless experience. You will also help maintain compliance with program agreements and operational standards, while supporting the Program Director and Program Coordinator in improving internal processes, scheduling key events, and delivering high-quality program experiences.

  • Support the MIFP Program Director as the day-to-day administrative lead for scheduling, documentation, and cross-team coordination.
  • Coordinate cross-team work with Program Assistants/Administrators, the Program Coordinator, and Program Director to keep deliverables on track.
  • Maintain the MIFP Google Drive structure and ensure current program documentation (structures, processes, timelines) is up to date and accessible.
  • Coordinate program milestones and events (e.g., Orientation, Closeout); schedule sessions with partners and panelists.
  • Help develop and deliver orientation webinars aligned with MobilizeGreen’s curriculum and approach.
  • Participate in required trainings and FWS/MobilizeGreen meetings.
  • Support additional projects, departments, or teams as assigned based on organizational needs and priorities.
  • Ensure programs align with MobilizeGreen’s values, goals, and partner requirements.
  • Keep program FAQs, handbooks, and written processes current in coordination with the Program Director.
  • Prepare and update materials for Fellow and Supervisor orientations, including timekeeping, payroll, and reporting guidance.
  • Contribute to role-aligned curriculum and resources for MIFP/FWS fellowship positions.
  • Manage the recruiting pipeline: review applications, interview candidates as assigned, capture interview notes, and keep candidate data current across systems.
  • Interview recommended candidates and upload notes; discuss candidates with the MIFP Program Director for final selections.
  • Coordinate with recruiting/HR teams to ensure candidate data is correctly logged and tracked across systems.
  • Keep candidate information accurate across platforms to ensure a smooth onboarding process.
  • Lead onboarding tasks for selected Fellows: collect required documents; coordinate background checks and medical screenings; ensure timekeeping, payroll, travel, and reporting expectations are clearly communicated.
  • Prepare and update materials for Fellow and Supervisor orientations.
  • Create approved outreach content (e.g., social posts) to inform about program opportunities and engage potential participants.
  • Build prospect lists (data-mining) in approved data management systems.
  • Serve as the primary point of contact for Fellows; provide timely, professional communications and customer service.
  • Coordinate travel arrangements and changes for Fellows.
  • Support participant administrative processes (time/attendance, travel, reimbursements, healthcare, payroll questions) for a seamless experience.
  • Ensure enrollment processes, documentation, medical screenings, and background checks are complete by start dates.
  • Manage offboarding: collect final reports/evaluations/surveys; conduct required phone evaluations.
  • Respond to inquiries including but not limited to safety, academic honesty, health, and participant incidents per policy.
  • Conduct site visits to participants in the field as needed.
  • Meet assigned program service metrics and goals.
  • Track and manage grant/program metrics; ensure data is accurately captured via pre/post surveys, supervisor evaluations, final reports, etc.
  • Maintain Airtable for MIFP participants and program data; ensure data integrity, accessibility, and smooth data flow.
  • Partner with the Operations Manager to implement email automations and data-tracking systems that enhance efficiency.
  • Support program reporting requirements and contribute to narrative and quantitative reports.
  • Maintain positive, responsive relationships with U.S. Fish & Wildlife Service (FWS) managers and other partners; serve as a reliable point of contact.
  • Foster productive relationships with partner site supervisors in addition to agency managers.
  • Provide responsive support to Fellows and FWS partners during service terms.
  • Educate partners on MobilizeGreen’s mission, programs, resources, processes, and policies.
  • Monitor partner agreements and related budgets with the Program Director; complete required MIFP reports.
  • Execute program promotion through approved channels and content (e.g., social posts).
  • Provide the Communications team with stories and photos that highlight program impact.
  • Oversee program communications, including program success and accomplishments.
  • Coordinate with the Program Manager to create approved content to inform about program opportunities and engage potential participants.
  • Facilitate alumni engagement through ongoing communications, hosting periodic virtual events, and connecting alumni to MobilizeGreen career resources.
  • Understand and adhere to program financial agreements and internal controls.
  • Ensure all program and participant expenses (e.g., travel, meals, mileage) are documented with receipts, business purpose, agreement, and accounting reference.
  • Associate’s degree required; bachelor’s degree preferred, with 2–4 years of related experience in program administration, customer service, or a similar discipline, or an equivalent combination of education and experience.
  • Strong organizational skills; ability to manage multiple projects and deadlines effectively.
  • Proficiency with Microsoft Office, Airtable, and Google Workspace (Drive/Docs/Sheets); familiarity with other data-management platforms.
  • Excellent attention to detail and proactive problem-solving; strong commitment to data accuracy.
  • Clear written and verbal communication skills; ability to collaborate effectively across teams and with external partners.
  • Ability to learn and adapt quickly to new tools, systems, and processes.
  • Experience in data tracking and administrative or program coordination, preferably in nonprofit or educational settings.
  • Familiarity with email automation tools, recruiting platforms, and workflow or project management systems.
  • Experience supporting timekeeping, payroll, and reporting processes.
  • Commitment to equity, with experience serving diverse communities and practicing cultural humility.
  • Proactive, self-directed approach with a strong sense of ownership for work quality, follow-through, and outcomes.
  • Resilience and adaptability in a fast-paced, mission-driven environment; ability to handle challenges and learn from feedback.
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