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Program Coordinator, Civil Division, U.S. Dept. of Justice, Mar. 2021

Washington, D.C.
C & C International Recruitment Accepting Resumes For:
 
Program Coordinator to assist in the work of the
 
Civil Division, U.S. Department of Justice
Washington, D.C.  20036
 
Please provide your requested annual salary for the position with your resume.
Resumes or applications without requested annual salary may not be considered.
 
Upon completion of six (6) months of employment, the selected candidate can expect an annual salary as a permanent full-time employee with the federal contractor.

Period of Performance: 
 
Start date of April 12, 2021,  with annual extensions
(Note:  Currently, the position is remote work operations.  Preferred candidates from local area with capability to report on-site/ office considered a plus.)
 
Resume Requirements:

Full contact information is requested on the resume for security clearance procedures. 
Resumes without complete information may not be considered.
  •  A one-paragraph overview highlighting qualifications for the position, software experience, and education
  • Resume for each person in MS Word format, over all 1” margins, 10-pitch font
  • Please provide three (3) professional references in the following format:
 
Name of Reference:
Job Title:
Organization:
Phone:
Email:
Relationship to candidate during tenure:
 
  • Please include the following contact information:  full name, home address, home phone number, mobile phone number, and personal email address
  • For each position and school attended, please list the following:
 
City and State
Dates of Employment
Date of Graduation (month and year)
   
Special Requirements:
 
-  Must be a U.S. citizen
 
-  Must obtain a U.S. government security clearance, Public Trust
(active clearance preferred)
 
 Project Coordinator
 
Qualifications: 
  • Undergraduate degree with a minimum of five (5) years of work experience.
  • Experience with federal government programs and project coordination, with experience in operational environments preferred
  • Proven experience identifying and addressing client needs, including building solid relationships with clients, communicating with the client in an organized and knowledgeable manner, demonstrating flexibility in prioritizing and completing tasks, and effectively communicating potential conflicts to senior leaders
  • Proficiency in PC applications, including MS Office; intermediate level Excel skills preferred, as is experience in formatting documents in MS Word
  • Ability to exercise independent judgment and critical thinking
  • Ability to work independently, handle multiple projects, and manage conflicting priorities
  • Skills in time management, organization, communication, and problem solving
Preferred Qualifications:
 
Project Coordinator
 
Responsibilities/Duties:
 
The Program Coordinator is critical to keeping the team moving in the right direction.  They will bring a methodical and structured approach to tracking a variety of tasks and activities across several owners. Experience as a Project or Program Coordinator, or as part of a Program Management Office, is ideal. The individual must have experience working with stakeholders at all levels within an organization, including senior leadership and executives.  The Program Coordinator is expected to take the lead in executing the following specific tasks.
 
General Program Coordination
  • Continually looks for ways to help broader team achieve goals; anticipates issues and raises them for discussion; identifies opportunities for improvements in cross-team communications and activities
  • Works with team leads to develop training plans and materials to support on-boarding of new personnel and role-specific training
  • Develops curriculum outline and works with teams to create and maintain materials and deliver effective training
  • Remains current on all aspects of claim processing in order to support cross-team activities
  • Based on updates, identifies where Standard Operating Procedures, external messaging, Helpline scripts, and other materials need to be changed, and coordinates with Team Leads to properly implement changes
  • Develops new templates, forms, and other materials, including various forms and documents posted to xx.gov
  • Maintains Team Master Tracker contact list, email distribution lists, On-board/Off-board checklist, and other documents that support the overall program; checks “program coordination” documents on a regularly scheduled basis to ensure they are updated/current
  • Ensures new team members are added to Organization Chart, Photo Directory, and SharePoint, etc. – provides proactive On-board/Off-board support to broader team
  • Upon hearing of team member departure, updates Org Chart, Photo Directory, Master Team Tracker, SharePoint, and other documents as appropriate
  • Serves as a liaison with various Department of Justice offices and Department of Justice Contractor Companies as needed to support the team’s overall efforts (for example, SharePoint Coordinator, conference room schedulers, conference call numbers, etc.)
 Manage the Knowledge Management Program and Team SharePoint Site
  • Serves as the main Administrator of the SharePoint site for the team, including verifying all documents are located in the proper location on the site and managing team members’ access to the site
  • Identifies enhancements focused on continuous improvement to ensure key program content, documents, etc. are available when needed to support the team’s work
  • Creates new sites and supports existing team sites by providing guidance, training, troubleshooting, and any other support needed
  • Assigns permissions to all new team members
  • Ensures any PII on SP is protected behind additional SP permission restrictions
 Support the xx.gov external website
  • Drafts website content that is concise, easy to understand, uses language consistent with other website content, and is geared toward the specific audience (claimants, attorneys, etc.)
  • Reads the details of what is being posted (for example, new or revised FAQs), absorbs the content, and applies it in later work products, tracking log updates, etc.
  • Works with the Website Person Of Contact to manage all website files in SP to ensure the current live version has a clear record and version control for use by the team
 Meeting Coordination
  • Maintains updated distribution lists of meeting invitees and recipients of minutes
  • Tracks potential agenda topics and drafts meeting agendas; circulates draft agendas based on defined schedule
  • Maintains meeting invites and conference room reservation for recurring meetings
  • Drafts meeting notes that are clearly written, accurate, logically organized, and reflect an understanding of the discussion and the overall program
  • Clearly outlines all action items identified in the meeting; lists actions in the order they were raised in the meeting, corresponding to the order in which the topics were discussed
  • Follows up as appropriate with action item owners to confirm actions have been completed
 Competencies
  • Works independently to successfully execute assignments and deliver high quality work products
  • Proactively manages work, sets appropriate priorities, and manages time to deliver high quality work on schedule
  • Proven organizational and planning skills, including the ability to manage and track tasks to completion, develop appropriate plans for execution, and prioritize and collaborate appropriately
  • Ability to work directly with the Special Master’s office and collaborate effectively with team leads and team members. Anticipates what is needed for program and team success
  • Exceptional writing and communication skills, with the ability to write in various formats and tones specific to the intended audience and purpose
  • Strong analytical and problem-solving skills
  • Strategic thinker with ability to execute at tactical level
  • Ability to use Program systems and tools and Department of Justice network to complete work efficiently and accurately
  • Excruciating attention to detail, deadlines, and quality control
  • Works well under intense pressure, tight deadlines, and need for 100% accuracy
  • Proactively seeks out others and fosters collaborative work environment
  • Delivers quality work products that reflect an understanding of the end “client” or user; anticipates and meets the needs of those who will use the work product
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