As a Program Coordinator, you will be trusted to provide comprehensive administrative, scheduling, and operational support to a federal case management team. This role functions similarly to an executive assistant but is dedicated to supporting a team of case managers rather than a single executive, ensuring the team operates efficiently by managing calendars, coordinating meetings, tracking action items, and serving as the organizational hub for day-to-day program activities.
The ideal candidate brings prior DHS experience and a strong understanding of federal government operations, enabling them to navigate interagency processes, communicate professionally with federal stakeholders, and anticipate the needs of a fast-paced case management environment.
Key Responsibilities include (but are not limited to): - Manage and maintain complex calendars for multiple case managers, including scheduling meetings.
- Coordinate availability across government, stakeholder, and contractor team members; resolve scheduling conflicts proactively.
- Send meeting invitations, agendas, and logistics information to internal and external stakeholders.
- Track recurring deliverable and reporting deadlines; provide advance reminders to ensure on-time completion.
- Prepare meeting materials including agendas, read-ahead packets, and briefing summaries.
- Attend meetings to capture notes, decisions, and action items; distribute meeting minutes in a timely manner.
- Draft, format, and route correspondence, memoranda, and status updates on behalf of the case management team.
- Serve as a point of contact for internal and external stakeholders seeking access to case managers.
- Maintain professional communication with federal clients, applicants, and interagency partners.
- Manage shared team inboxes and distribution lists; triage incoming requests and inquiries.
- Support onboarding of new team members by coordinating access requests, orientation schedules, and training logistics.
- Assist with preparation and formatting of program reports, briefings, and presentations.
- Serve as a liaison between the contractor support team and federal case managers on day-to-day coordination needs.
- Perform ad-hoc administrative duties as requested by the federal staff.
- Carry out our Commitments to Deliver, Grow, and Thrive.
Location: You will work as part of a hybrid team in the Washington, DC metro area. Remote work may be an option.
Required Experience/Skills: - A bachelor's degree and 7 years of relevant professional experience, or a master's degree and 5 years of relevant experience.
- Minimum 5 years of administrative or program coordination experience in a federal government or government contracting environment
- Prior experience working within DHS or in direct support of DHS programs
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and virtual collaboration tools
- Demonstrated ability to manage multiple simultaneous priorities in a deadline-driven environment
- Strong written and verbal communication skills with experience drafting professional correspondence
- High degree of discretion and ability to handle sensitive information appropriately
- Must have an active SECRET security clearance (required at time of hire)
Don't think you have everything for this role but are still very interested? Please don't hold back from applying because you may not have it all. You can learn and grow with us. We're looking for someone who is coachable, unflappable in navigating challenges, resourceful in learning new skills, innovative in challenging the status quo, excellent in writing, analytical in thinking, skilled in prioritization, and a rapport builder with clients and colleagues.
Salary: Approximate Salary Estimate: $75,000.00 - 90,000.00 annually
The estimate displayed represents the typical salary range of candidates hired. Factors that may be used to determine your actual salary may include your specific skills, how many years of experience you have, and comparison to other employees already in this role.
