Job Description
EnCompass LLC is currently seeking a Training Project Coordinator to provide administrative support for various training programs conducted in the Washington, DC, metro area and internationally. We are looking for someone who is highly organized, detail-oriented, proactive, and can coordinate multiple projects simultaneously.
The position is based at EnCompass Rockville, MD headquarters. The Training Project Coordinator will be expected to work from client sites in the Washington, DC metro area as needed.
Position Duties and Responsibilities
Essential functions include, but are not limited to:
- Coordinate logistics for project activities and events, including:
- Arrange travel, hotels, visas and other necessary preparations for travel
- Ensure that that all processes are completed and that all relevant regulations are followed
- Onboard independent consultants, manage the consultant agreement and invoicing processes, ensure biodata information is accurate and up-to-date.
- Maintain up-to-date participant lists, draft communications, send welcome letters and logistics emails, respond to questions, troubleshoot issues with logistic etc.
- Create and maintain course schedules and calendars for multiple contracts and course offerings
- Initiate and take lead in processing consultant invoices, keeping track of training expenses, drafting consultant agreements and other payments
- Support finance department with invoicing and expense tracking
- Engage fully as a member of the EnCompass staff team, including participation in staff meetings and other EnCompass events, and provide administrative support to other team members as needed
- Provide technical coordination support to project activities, including:
- Support the drafting, editing, and formatting of course materials, course descriptions, documents, and reports
- Support evaluation of trainings, including support in drafting post-course reports, and lead the development of learning needs assessments
- Support knowledge management efforts, including:
- Maintain online tools to share information with staff and consultants, as well as updated information on company knowledge management platforms
- Support web-based learning, for example by serving in the role of producer for virtual sessions (training provided), sourcing photos, images, videos, and music based on specific criteria, and other related duties as assigned
- Provide information to other teams on our activities as requested
- Support team coordination processes, including:
- Schedule and prepare for team meetings, attend Administration Team meetings, take notes during meetings, and other team processes
- Provide support to Director, Capacity Strengthening, in research and knowledge management processes in support of team activities and projects
Position Requirements
- Bachelor’s degree
- Minimum of 4 years of work experience, of which at least 2 years must be experience in providing administrative support to project teams
- Exceptional organizational skills and attention to detail
- Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment
- Excellent verbal and written English language skills
- Previous event planning and management experience
- Experience with report writing and data analysis
- Proficiency in Microsoft Office 365 applications (desktop and cloud-based), particularly Word, Excel, and PowerPoint
- Proven capacity to take initiative and willingness to learn new skills as needed
- Strong work ethic and the ability to work well independently and as part of a team
- Outstanding interpersonal skills and ability to interact with individuals at all levels
- Experience with database management
How to Apply
Please apply directly on the EnCompass website via the link provided; upload your CV and Cover Letter.
The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
About the Organization
EnCompass LLC is a women-owned small business that offers innovative solutions for organizational excellence. We seek to enhance the impact and capacity of government and multilateral agencies, corporations, and nonprofits around the world through customized services in organizational and leadership development, training, technical assistance, and evaluation. EnCompass has a global and multicultural team of staff and consultants with deep expertise in a range of issues including health, HIV/AIDS, gender, democracy and governance, education, human rights, agriculture and food security.
