Project Assistant

University of New England Career • Portland, OR

4d

About The Position

The Project Assistant will provide core administration and fiscal support for the AgingME GWEP program. This role involves coordinating meetings, preparing materials, scheduling travel, and maintaining program records. The assistant will also support fiscal and operational processes by helping with partner invoicing, payment tracking, and related administrative workflows. Additionally, they will maintain program supplies, files, databases, and other administrative resources essential for daily operations. In terms of communications and external engagement, the Project Assistant will act as a primary point of contact for routine inquiries from program partners, participants, and stakeholders, ensuring timely and professional responses. They will also assist in coordinating and disseminating program communications, including website updates, social media content, newsletters, and other public-facing materials. For project and program implementation, the role includes tracking and monitoring assigned projects, activities, and deadlines, providing regular updates, and identifying issues that may need follow-up. The assistant will offer first-level support for program technology platforms and training resources, helping users with access to online learning modules and directing complex issues to the appropriate personnel. Collaboration with program staff and external partners is key to supporting the implementation of grant activities and achieving program objectives. Other duties as assigned will also be part of the role.

Requirements

• Associate’s or Bachelor’s degree and at least one (1) year of administrative office experience OR equivalent combination of relevant training and experience required.
• Demonstrated proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and Google Workspace tools.
• Proven ability to learn and effectively use new software systems, databases, platforms, and electronic workflow tools.
• Demonstrated experience maintaining databases and reconciling financial information.
• Strong written and verbal communication skills, with the proven ability to prepare professional correspondence with exceptional accuracy in grammar and spelling.
• Demonstrated organizational skills with the proven ability to manage competing priorities, meet tight deadlines, and maintain meticulous attention to detail.
• Proven ability to work both independently and collaboratively while providing effective customer service to internal and external stakeholders.
• Demonstrated commitment to maintaining strict confidentiality and exercising discretion when handling sensitive program information.
• Demonstrated commitment to providing reliable administrative support and fostering positive, constructive working relationships.

Nice To Haves

• Experience with website updates, social media, or digital communications preferred.

Responsibilities

• Provide administrative support for AgingME GWEP, including coordinating meetings, preparing materials, scheduling travel, and maintaining program records.
• Support fiscal and operational processes by assisting with partner invoicing, payment tracking, and related administrative workflows.
• Maintain program supplies, files, databases, and other administrative resources needed to support daily operations.
• Serve as a primary point of contact for routine inquiries from program partners, participants, and stakeholders, ensuring timely and professional communication.
• Assist with the coordination and dissemination of program communications, including website updates, social media content, newsletters, and other public-facing materials.
• Track and monitor assigned projects, activities, and deadlines, providing regular updates and identifying issues that may require follow-up.
• Provide first-level support for program technology platforms and training resources, including assisting users with access to online learning modules and directing complex issues to appropriate resources.
• Collaborate with program staff and external partners to support implementation of grant activities and achievement of program objectives.
• Perform other related duties as assigned.

What This Job Offers

• Career Level: Entry Level
• Education Level: Associate degree