Senior Administrative and Logistics Coordinator

Position Description

EnCompass LLC is seeking a Senior Administrative and Logistics Coordinator, to provide proactive, customer-focused administrative, logistical, and training organization support for a forthcoming contract supporting USAID’s Gender Equality and Women’s Empowerment Hub (GenDev). The Senior Administrative and Logistics Coordinator will provide a key role in coordination, data management, logistics, and communications to support high quality planning, delivery, and close out activities for training delivery for USAID staff and implementing partners. The incumbent will work with USAID’s learning management system (LMS), USAID University, to support the team and client to prepare, deliver, evaluate, and schedule follow on steps of blended-learning and e-learning trainings in Washington, at USAID Missions, and virtually.

This is a full-time position located at the EnCompass principal office in Silver Spring, Maryland, and follows the EnCompass flexible hybrid work model with split time between telework and the office. This individual will also be expected to work from client sites in the Washington, DC metro area, as needed.

Must be legally authorized to work in the US for any employer without sponsorship.

Position Duties and Responsibilities

Essential functions:

• Serve as the project point of contact with the Federal Acquisition Institute Cornerstone On Demand (FAI CSOD) and USAID University Learning Management System (LMS) platforms, including uploading and maintaining course listings, tracking, and recording course attendance, graduating students from the course, and managing course waitlists, and responding to student inquiries.

• Support training facilitation teams with all routine participant communications, including sending out course Learning Needs Assessments (LNA) and prework emails, calendar invitations, course materials, and course weblinks.

• Develop and implement logistics processes for in-person and virtual deliveries, both Mission-based and Washington, DC. in-person training deliveries, including in-person training deliveries, including booking venues, procuring refreshments, and shipping materials.

• Serve as the primary administrative and logistics point of contact with USAID Regional Training Centers and Missions for both in-person and virtual deliveries.

• Support the project team to schedule and track all instructor/facilitator and producer assignments.

• Ensure updated course materials are uploaded and maintained for each course delivery on Google Drive and SharePoint folders.

• Support facilitators to schedule final virtual instructor-led session; managing participant blended-learning completion rosters and follow on make-up assignments.

• Communicate schedules and logistics checklists/timelines with the project technical and operations management teams to ensure roles, tasks, and timelines are clear.

• Prepare and provide inputs and data for project reports and deliverables.

• Support continuous process improvement by identifying and recommending procedural changes to improve efficiency; may serve as a liaison with other project teams to train on new procedures.

• Provide excellent customer service to both internal and external partners.

• Respect and value all individuals for their diverse backgrounds, experiences, styles, approaches, and ideas

Other:

• Engage fully as a member of the EnCompass staff team, including participating in staff meetings and other EnCompass events, and providing administrative support to other team members as needed.

• Other duties as assigned.

Position Requirements

Qualifications

Academic Qualifications

Minimum of a High School diploma and 10 years of professional experience, or an Associate’s degree and 8 years, or a Bachelor’s degree and 6 years, or a Master’s degree or higher with 4 years.

Experience and Skills

Required

• Minimum 3 years of professional experience providing administrative support to large projects or teams

• Highly organized with skills in problem-solving and planning, analysis, and project management, and planning tasks and methods

• Strong time management skills, attention to detail, and an ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment

• Demonstrated success in coordinating complex projects with multiple concurrent activities

• Strong planning, organization, critical and strategic thinking, and problem-solving skills

• Able to confidently engage with clients

• Committed to providing the highest level of service

• Exceptional communication (verbal and written) skills

• Proficiency in Microsoft 365 applications, particularly Word, Excel, PowerPoint, and SharePoint; familiarity with Google Suite a plus

• Ability to work in a collaborative and appreciative work environment, and to model strengths-based approaches for the team

• Commitment to applying Diversity, Equity, and Inclusion (DEI) and gender integration and inclusive development best practices and ability to incorporate those practices into project administration

Preferred

• Active U.S. Government Facility Access

• Familiarity with FAI CSOD

• Experience working with USAID, international NGOs or other entities in international development

• Experience in administration of training programs (e.g., scheduling, arranging logistics)

How to Apply

Please submit CV and cover letter, and complete the application.

The pay range for this role allows for the wide variety of factors that are considered in making compensation decisions including, but not limited to skill sets, experience and training, certifications, and other business and organizational needs. At EnCompass, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $71,500 - $83,000

EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terminations, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment. Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business—not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family/marital/parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.

For US based positions: 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.

If you require accommodations in line with the Americans with Disabilities Act to complete your application, please call 301-287-8700, provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case-basis, and we will call you back within approximately 3 business days.

EEO is the Law & EEO is the Law Supplement, Pay Transparency Nondiscrimination Provision

VEVRAA Notice

At EnCompass, our internal motto is "work that fits your life". Among other things, we offer the following Total Rewards Benefits to eligible US Staff:

• Multiple options on Healthcare insurance
• Company paid Dental & Vision coverage
• Company paid term life insurance & AD&D Insurance
• 401K with an Employer match
• Hybrid/Remote work privileges
• Flexible work schedules
• Free EAP & ERP
• Paid Parental Leave
• Professional Development resources and funds
• PTO plus 2 floating Holidays
• 9 other paid Holidays, including Juneteenth
• Paid Volunteer time off
• Paid Bereavement Leave
• Charitable Donation Match
• Pet insurance
• Equity & Belonging support
• Training and Professional Development funds
• Commuter Benefits

*Certain benefits are subject to restrictions depending on location and job requirements