Program Associate
What You Do
Based in Flamboyan’s Washington, DC office, the Program Associate offers administrative and logistical support to the program team in support of achieving the organization’s REAL Family Engagement outcomes. This role provides essential administrative, logistical, and operational support to functional areas across the DC program team, both in the office and at partner schools. The ideal candidate is reliable and proactive, providing excellent customer service to our internal staff and external partners. They are a self-starter, eager to learn, and willing to jump in and see projects through to completion. This position reports to the Managing Director, School and District Partnerships in the DC office.
Responsibilities
Logistical Support
- Support meeting logistics both for the Program team and for organization wide meetings, including creation of and day-of support for Zoom/Microsoft team meetings
- Process invoices on time and with accuracy using Flamboyan’s invoicing system
- Support programmatic team leads in monitoring the team budget, through a review of financials with the Finance team and by conducting ledger review meetings with teams, providing team members with headlines on spending and managing accounts and ensuring good stewardship
- Provide general programmatic administrative support as needed to program team members, including ordering supplies and equipment, preparing documents, shipping, catering orders, etc.
- Provide logistics supports for Communities of Practice, including liasing with venue and catering vendors and providing event logistics support.
- Coordinate travel arrangements and itineraries for Program team staff members as needed
Program Team Support
- Support Director, Program Systems + Data with compiling research in support of Flamboyan’s three-year strategic plan
- Manage data entry for Flamboyan’s CRM to support effective knowledge management within the organization, upholding expectations for data quality
- Support teams to build and maintain structures and systems, including file architecture and tracking systems
- Manage the Flamboyan PartnerSupport, Product, Training and General Info inboxes, responding in a timely fashion to all inquiries and elevating inquiries to other DC office team members
- In partnership with the School Partnership Coach, Training Specialist, coordinate participant registration for trainings and maintain an organized tracking system for year-over-year training registration.
- Provide on-site, logistical support for training opportunities both locally and nationally.
- Provide tech and logistical support for all virtual trainings based on direction from the School Partnership Coach, Training Specialist.
- Develop and manage process for trainer scheduling and payment.
- Manage training logistics, such as training registration, location details, food and materials.
- Facilitate all communication with training participants, pre and post trainings.
Organizational Operations
- Serve as back-up coverage for front-desk reception duties as needed
- Engage and communicate points of view in a clear and thoughtful way with key internal and external stakeholders.
- Utilize effective strategies to organize and maintain projects, producing all work on time and meeting all deliverables assigned
- Support onboarding for new staff
- Proactively collaborate with members of the Flamboyan Foundation DC Office to share best practices, create new efficiencies within the organization, and work through challenges cooperatively
Organizational Stewardship
- Serve as an ambassador for Flamboyan’s organizational brand generally and our family engagement work specifically locally and nationally
- Model and foster the Flamboyan core values of People, Impact, Catalytic Action, and Equity
- Responsibly steward financial and human resources
- Continuously deepen your expertise and readiness to be an equity-centered team member and contributor in our effective family engagement efforts, self-aware, inclusive in your work, and able to be an agent of change