Program Coordinator - State-Federal Affairs (50335)

National Conference Of State Legislatures • Washington, DC

8h • Hybrid

About The Position

This position provides administrative support to the work of NCSL’s Task Forces, Standing Committees, and other activities of the State-Federal Affairs division. The Task Forces and Standing Committees are a major point of engagement for NCSL’s members, state legislators and legislative staff, and this position is integral to the success of those activities. This position will support in-person and on-line meetings as well as have a role in general communication with these groups. The Program Coordinator reports to the vice president of state-federal relations, while also handling assigned functions from other staff. The Washington, DC-based State-Federal Affairs division is seeking an experienced professional with a successful history of being the administrative hub for a fast-paced, interconnected team. This is a critical position at the center of a team of policy professionals working on a wide range of topics that reflect the many aspects and functions of NCSL’s federal affairs program.  If you are well organized, self-motivated and like to be at the center of the action, this may be the position for you. Candidates should have considerable experience coordinating travel and events, purchasing and tracking, data entry and retrieval and updating web content. This position is responsible for contributing to a culture of innovation and excellence and ensuring NCSL’s work is completed in an objective, neutral and nonpartisan manner.

Requirements

• High school diploma (or its equivalent) plus five years of progressively more complex administrative experience.
• Proficiency in computer-based clerical duties, including Microsoft Office and other software programs; ability to learn new procedures and applications.
• Expertise in communicating clearly and professionally in writing and orally and dealing discretely with sensitive information.
• Experience working both independently and collaboratively as circumstances dictate.
• Proficiency with simultaneously managing multiple tasks and deadlines.
• Competency working under deadline pressure and adapting to changes in workloads.
• Superior customer service and organizational skills with strong attention to detail.
• Creative thinking and problem-solving skills.
• Ability to travel by air approximately 5-8 times per year, generally for 1-3 nights.

Responsibilities

• Coordinates with NCSL Task Force and Standing Committee staff on assembling member names for participation on committees or task forces, coordinates with NCSL Leaders’ Center on invitations, tracking registration, site planning and meeting logistics, working with NCSL’s travel agent, communication with participants, virtual and on-site support functions including managing member logistics questions, creating name badges and other meeting materials as needed, and expense-report processing.
• Assists with regular email communication to task force and committee members and ensures task force members and sponsors lists are current with correct contact information.
• Performs a variety of clerical tasks independently for the program, including word processing, editing, creating graphics, formatting, posting, and distributing various publications.
• Assists with meeting planning for the program including invitation clearances with the other programs, correspondence with our members, logistics, site planning, travel arrangements, communication with participants, virtual and on-site support functions, and expense-report processing.
• Responsible for updating and coordinating the maintenance of content on NCSL.org, including assisting with the development of project databases and other collections.
• Provides exemplary member service, including managing inbound and outbound communications with members.
• Acts as a liaison for members, vendors, and internal and external individuals and organizations.
• Promotes and supports in-person and online meetings and webinars with staff.
• May compile budget and expense documents and assist in the preparation of proposals and reports, including the use of online external systems. This may include assisting the directors with budgets for grant applications in Excel.
• Coordinates hiring process, including scheduling interviews and administering skills assessments.
• Trains staff on organizational processes and computer applications.
• Compiles, drafts and generates program or project status reports.
• Performs other responsibilities as needed.

Benefits

• NCSL has a flexible remote work policy.
• Building and maintaining our organizational culture is critical and we do so by bringing staff together, in person, for four days every six (6) weeks.
• The remote work policy provides the freedom to work from anywhere with the requirement that staff travel on their own fare to the NCSL office every six (6) weeks for team meetings and professional development.
• We are committed to offering a full range of other benefits for you and your eligible family members, including domestic partners.
• Your total compensation goes beyond the number on your paycheck.
• Our outstanding benefits include low-cost health, dental and vision coverage, a 401(a)-retirement plan with 10% contribution after 6 months and full vesting, life & disability insurance, 3-weeks paid vacation with 5+ years of paid full-time work experience, generous time off plans and paid family leave, floating holidays, identity theft protection, employee assistance programs, pet insurance, paid time off to volunteer, and more!
• Relocation assistance provided for out-of-state candidates.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED