The Project Coordinator is responsible for a variety of professional, clerical and administrative support duties designed to expedite the training and business functions of the National District Attorneys Association (NDAA), including reception duties, course logistical preparations, course materials preparation, electronic dissemination of course materials, faculty correspondence, student enrollment and correspondence, packet preparations, faculty and staff travel coordination, faculty reimbursement coordination, and certification of legal education as part of national continuing legal education (CLE) training programs.
The Project Coordinator works under the broad guidance and direction of the Chief Operating Office and Program Directors. This is a full-time, exempt-level position.
- Understands the Mission of NDAA and adheres to organization and staff core values.
- Performs course administrative professional duties; assists with pre-course meetings in-person or via telephone; prepares proposal memos, course summaries, schedules/agendas; assists in the timely collection, compilation and electronic delivery of course materials, folders/notebooks and distributes related information to program directors, faculty and participants.
- Manages catering food and beverage orders, room listings, and reconciles with hotel invoices for review and approval.
- Assists with printing; prepares and distributes tent cards/name badges for faculty and participants; creates team rosters based on participant jurisdictions, gender and experience levels; maintains course exhibits and supplies.
- Prepares faculty materials and course information; coordinates directly with faculty for their audio-visual requirements, biographies and photos; ensures issuance and receipt of various forms, including speaker contracts, travel, reimbursements, reservations, etc.
- Prepares participant course materials, course evaluation forms, course diplomas, course folders and notebooks; makes changes to database when there are cancelations or transferring of registration payments.
- Manages CLE requirements and certificates; computes CLE credit hours; drafts CLE Accreditation Memorandum; prepares course evaluation form/ CLE affidavit and uniform CLE forms; collects evaluation forms post course; reports participant CLE for various state bars using the participant evaluation form and CLE affidavit.
- Assists in the development and maintenance of the databases of faculty members, expert witnesses, volunteer jurors, actors and other individuals whose involvement is required for various courses.
- Performs receptionist and clerical duties as needed; operates telephone equipment; receives, responds to and directs incoming telephone calls; queries callers to identify needed assistance, determines appropriate staff or office and directs calls accordingly; addresses faculty and student special needs requests.
- Performs special projects; assists with marketing material preparation and mailings; assists with the collection of information needed by Program Directors for marketing the courses; (i.e. availability and costs of shuttle services from the course site, airport to the course site, information from the local conventioneer’s bureau, etc.); drafts letters, memos and other correspondence; assists with posting and updating membership records, course enrollments and related logistical tasks as needed to expedite course preparations and delivery.
- Performs mail duties, including receives incoming mail and special deliveries and posting mail and boxes.
Performs related duties as required.
Education and Experience:
Graduation from high school, plus one (1) year of specialized training in general studies, administrative management or related field;
Two (2) years of experience performing above or related duties;
An equivalent combination of education and experience.
Knowledge, Skills, and Abilities:
- Knowledge of general office maintenance and practices, as well as basic mathematical calculations or accounting/bookkeeping practices.
- Excellent communication skills, both written and verbal, as well as excellent customer service skills
- Excellent project management skills.
- Strong attention to detail and the ability to multi-task.
- Ability to maintain strict confidentiality related to sensitive administrative information.
- Ability to compose formal documents, reports and records.
- Effective working relationships with supervisors, fellow employees, and the public.
- Outstanding organizational skills and the ability to work independently in a fast-paced work environment with rigorous deadlines.
- Experience with grant implementation of deliverables, a plus.
- Experience with web and mobile technologies; web content management; e-mail marketing systems; and other communications technology, a plus.
- Knowledge of computer applications (MS Office Suite; Adobe Acrobat) required.
- Ability to sit and stand for long periods of time and light lifting (25 lbs. or less).
Key Internal Relationships: Executive Director, Chief Operating Officer, Program Directors, staff members in each of the relevant departments.
Key External Relationships: Training and conference attendees, elected officials/prosecutors, NDAA members, hotel personnel, as well as partners and outside vendors.
To apply for the Project Coordinator position, please send a cover letter and resume to NDAA via firstname.lastname@example.org. The association offers competitive compensation and a generous benefits package. The position is in NDAA headquarters in Arlington, VA. Relocation expenses are not available. Applications are due no later than Friday, October 5, 2018. Final candidate will be asked for verifiable references.
NDAA is the largest prosecutor organization in the country, representing roughly 2,500 elected and appointed District Attorneys across the United States, as well as 40,000 Assistant District Attorneys. NDAA’s is located in Arlington, VA near the Crystal City Metrorail. NDAA is an equal opportunity employer.