"Alerted.org

Title: ASSISTANT PROJECT COORDINATOR Location: United States-Virginia-Virginia Beach Job Number: 2500029T Job Summary: This role is responsible for tracking projects facilitating communication and maintaining documentation to ensure projects stay on schedule and stakeholders remain informed. In addition to core support duties the Assistant Project Coordinator 3B independently manages low-complexity workstreams performs data analysis supports budget tracking contributes to process improvement and coordinates cross-functional activities with a higher level of autonomy. Duties and Responsibilities: Provides critical support to project managers and cross-functional teams learning key project management principles through hands-on experience while leading small-scale projects or defined workstreams under guidance. Tracks and updates project timelines task lists and progress reports to ensure accurate and up-to-date documentation of project status and deliverables across codes and sub codes. Provides administrative support by scheduling meetings preparing agendas recording detailed meeting notes and maintaining organized project documentation. Facilitates effective communication among stakeholders by sharing project updates reminders action items and key deliverables while coordinating across departments to align timelines and responsibilities. Coordinates tasks by monitoring assignments following up to ensure deadlines are consistently met and resolving basic scheduling conflicts or dependencies. Helps maintain organized project workflows and contributes to improving overall administrative efficiency by identifying inefficiencies and recommending process improvements. Learns and applies project management tools such as Asana Trello or Microsoft Project to support task tracking reporting and dashboard creation. Also assists in tool administration including user setup and template management. Participates in training and mentorship opportunities to build project management skills and gain experience in cross-functional collaboration. Provides basic onboarding support and tool training to junior staff and new team members. Identifies potential project risks and promptly escalates issues to project managers while also recommending mitigation strategies where appropriate. Collects analyzes and reports on project metrics such as task completion rates resource utilization or milestone progress to support data-driven decision-making. Coordinates with external vendors or contractors to ensure timely delivery of goods or services related to assigned project components. Assists with project budgeting by tracking expenses reconciling invoices and reporting on budget variances in collaboration with the project team. Maintains and manages shared documentation repositories e.g. SharePoint Confluence ensuring version control accessibility and document integrity. Performs other related duties as assigned Qualifications: GENERAL EXPERIENCE Two years of general experience in administrative project coordination operations support or other responsible work that provided a general understanding of business or project workflows demonstrated ability to work effectively with others in person-to-person relationships and the capacity to exercise sound judgment and manage multiple priorities. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE Education above the high school level may be substituted for general experience at the rate of 1 year of education for 9 months of experience up to a maximum of a 4-year bachelor s degree for 3 years of general experience. An Associate s degree or equivalent relevant experience is preferred. AND SPECIALIZED EXPERIENCE One year of specialized experience in an administrative project coordination or operations support role that includes demonstrated organizational ability multitasking and effective verbal and written communication in support of project teams. Must demonstrate Proficiency in Microsoft Office Suite including Excel PowerPoint Word and Outlook. Strong attention to detail and a proactive approach to identifying and solving problems. Familiarity with project management tools is a plus.