Program Specialist

Overview

Objective

The Program Specialist provides exceptional support to individual program teams regarding AmeriCorps member grant compliance, paperwork, and training logistics. The Program Specialist works closely with and receives direction from the Compliance Team regarding processing member enrollments and exits, paperwork compliance, and accurate member files for their designated program team. Program Specialists partner with the Compliance team to keep up to date on AmeriCorps regulations updates and compliance changes and assist with audit preparation. The Program Specialist works closely with and receives direction from the Director of Training Implementation regarding logistics planning, coordination and execution of member training. The Program Specialist also plays a critical role in AmeriCorps member recruitment. Program Specialists may be called on to support general program operations and implementation and are expected to observe confidentiality of member, program, and organizational information.

Responsibilities

Essential Functions

1. Training and Institute(s): Under the direction of the Director of Training Implementation, the Program Specialist will support the planning, coordination, and execution of inclusive regional and statewide training sessions. This support includes, but is not limited to scheduling venues, catering, managing member accommodations related to training, organizing and/or preparing handouts or materials, arranging travel logistics, arranging hotel accommodations. The Program Specialist will support member training with any logistical needs on the day of training. Train members on timesheet policies and procedures. Monitor completion of required training sessions for individual members and provide regular updates on the status of completion.

2. Compliance of member timesheets: Ensure compliance with AmeriCorps and internal rules and regulations. The Program Specialist is responsible for effective and timely timesheet checking and resolution for assigned program team to ensure accuracy and allowable member hours. Ensure timesheets are corrected and issues are resolved promptly. Communicate effectively with stakeholders regarding compliance.

3. Member paperwork and file compliance: Under the direction of the Compliance team and in collaboration with their assigned program team, the Program Specialist will support all aspects of collection and completion of member paperwork and file compliance. This support includes, but is not limited to the following elements:

   1. schedule, coordinate, and staff pre-service registration (PSR) onboarding sessions.
   2. support the Compliance team in following up with members to complete their required National Service Criminal History Checks (NSCHS)
   3. monitor completion of member paperwork and follow-up as necessary
   4. complete enrollment and exit procedures
   5. ensure required documentation is maintained and electronically filed for members and sites throughout the year in accordance with federal regulations and Ampact policies and procedures
   6. monitor databases (Quickbase, OnCorps, Egnyte, iCims, and eGrants) to ensure deadlines are met and information is complete and accurate
   7. assist in pre-audits of member files in preparation for commission and other external audits; and
   8. ensure organization’s processes and federal regulations are followed

4. Member Recruitment: Under the direction of the supervisor, support recruitment and outreach activities, which may include applicant screening, conducting phone interviews, and database management.

5. Team Support: Under the direction of the supervisor, provide additional support as required or needed to meet the goals of the team. Participate in team meetings; provide compliance and training updates to the team.

Qualifications

Qualifications

Minimum Education

• Associates Degree (required)
• Bachelor’s Degree (preferred)

Minimum Experience

• Minimum two years administrative assistance experience, or equivalent combination of education and experience.

• Ability to focus while working on repetitive tasks.

• Able to handle high level of confidentiality.

• Demonstrated success of working in a collaborative, team environment.

• Excellent oral and written communication skills, including excellent interpersonal skills.

• Commitment to supporting diverse perspectives, applicants, and enrolled members in our programs.

• Ability to work effectively in collaboration with diverse groups of people.

• Commitment to develop equity skills and cultural competence.

• Attention to detail and commitment to accuracy.

• Proven ability to adapt to change and innovate.

• Ability to work independently, a self-starter with effective time-management skills.

• Able to display high levels of customer service, responding promptly and thoroughly to the inquiries and needs of individuals both internal and external to the organization.

• Self-motivated, fast learner shows initiative, willing to seek out resolution to meet the needs of the customer.

Physical Requirements

Ampact is committed to compliance with the Minnesota Human Rights Act and the Americans with Disabilities Act and will make reasonable accommodations as possible to enable employees to perform the essential function of their positions.

This position requires the ability to:

• Travel locally and statewide as needed to attend meetings
• Communicate effectively with people/groups in multiple settings within and outside the organization
• Effectively utilize existing and emerging technology to achieve required results
• Transporting of moderately heavy objects up to 25 pounds

EEOC

Ampact will not discriminate for or against any AmeriCorps service member or applicant on the basis of race, color, creed, national origin, gender, age, religion, sexual orientation, disability, gender identity or expression, political affiliation, marital or parental status, familial status, military service, or any other category protected by law. Reasonable accommodations provided upon request.