The Program Administrator provides comprehensive operational, administrative, and event coordination support to the division. This role works closely with, and serves as backup to, the Operations Manager and Business Manager, providing support to the division’s budgeting and reporting activities, as well as maintaining division records and systems and assisting with day-to-day requests. Through these efforts, the Program Administrator helps ensure efficient operations and effective communication across the division, serving as a key liaison among research staff, sponsors, and internal support such as IT, facilities, security, finance, and human resources to ensure smooth execution of division activities.
Responsibilities:
Administrative and Financial Operations
- Support administrative processes including timekeeping compliance, training tracking, work authorizations, and travel request/expense approvals (as backup approver).
- Maintain administrative records, databases, templates, and documentation, including equipment inventories, software licenses, and division-wide processes.
- Monitor and update the division’s SharePoint site, including operational guidance, document archiving, and cataloging of sponsor materials.
- Maintain templates and assist in updating divisional Standard Operating Procedures in coordination with leadership.
- Monitor division mailboxes and respond to requests for information.
- Assist with inventory and financial tracking for shared equipment such as travel phones and mobile hotspots.
- Support hiring activities by coordinating Candidate Evaluation Committees, scheduling interviews, and communicating with candidates as needed.
- Assist with administrative aspects of onboarding, including workspace setup and distribution of welcome materials.
- Serve as liaison with IT, facilities, and security to resolve issues and coordinate regarding such things as hardware moves, and the management and destruction of classified materials.
- Support access processes such as Common Access Cards (CACs), Visit Access Requests (VARs), and IDA Sponsor Badges.
- Act as backup to other administrative support staff as needed.
- Assist with project budgeting and forecasting, tracking spending and activities, and preparing progress and financial reports for sponsor review.
- Assist with formatting and coordinating of contractual documents related to sponsor funding agreements.
- Support procurement and asset management activities by requesting quotes, processing purchase requisitions, tracking equipment and related resources, and coordinating with purchasing and finance staff.
- Assist with consultant agreements and administrative coordination for consultants.
- Perform other administrative duties as assigned.
Event Coordination
- Support division-wide events, including coordinating logistics and meeting communications.
- Provide event management and coordinate support for meetings, conferences, workshops, etc., involving dozens and up to one hundred participants or more from multiple agencies and countries.
- Organize written, visual, and oral communications for meetings, conferences, and workshops, etc. Serve as the day-to-day point of contact for participants and organizers.
- Coordinate contracts, reservations, site visits, and dry runs with internal staff, vendors, and facilities personnel as required.
- Organize event communications, including invitations, registration, clearances, RSVPs, agendas, participant materials, and follow-up correspondence.
- Coordinate event logistics with sponsors, vendors, and internal staff, including facility reservations, site visits, contracts, and on-site support.
Minimum Job Qualifications
Qualifications
- Bachelor’s degree and 4 years minimum administrative or operations support experience.
- Experience in providing support to technical group or in a technical work environment.
- Experience with event coordination or meeting logistics.
- Experience in supporting multiple projects with DoW and other external sponsors.
Knowledge/Skills/Abilities
- Excellent written and oral communications skills.
- Strong organizational skills with the ability to prioritize and handle many complex concurrent tasks.
- Demonstrated interpersonal skills and ability to interact with research staff, government officials and military officers.
- Demonstrated proficiency with Microsoft Office applications to include moderate to advance level proficiency in MS Office Suite.
- Demonstrated ability to provide budget tracking and procurement support.
- Ability to handle proprietary or sensitive information, exercise appropriate discretion, judgment and initiative in completing assignments.
- Ability to obtain and maintain required security clearances.
- Successful completion of a pre-employment background check is required.
Why IDA?
We are committed to creating a workplace that fosters inclusion and values the unique perspectives and experiences of every individual. Our commitment to inclusion extends beyond recruitment; it permeates our culture, policies, and practices. We strive to provide a respectful and supportive environment where every team member can thrive and contribute their best. Click here to view our vision, mission, and guiding principles.
Benefits:
At IDA, we pride ourselves on offering a comprehensive benefits package that ensures the well-being and security of our staff and their families. We provide a range of medical plans as well as stand-alone dental and vision coverage. Our retirement plans are designed to secure the financial future of our staff, featuring a generous contribution of 10% of base salary to our Qualified Retirement Plan after six months of service. We are committed to promoting a healthy work-life balance with a flexible work environment, an Employee Assistance Plan, paid parental leave, 10 paid holidays, and generous paid time off. IDA encourages professional development and offers tuition reimbursement and other learning opportunities. Learn more about our robust benefit offerings here.
Pay:
We support transparency, equity, and fairness in our compensation program and provide a reasonable estimate of the salary range based on data-driven market analysis for each position. While it is not typical for an individual to be hired at or near the top of the range, a reasonable estimate of the salary range for this role is $74,931 - $119,889. Individual salary within this range will be commensurate with the incumbent’s experience, unique skills and qualifications, and other relevant factors.
