Special Projects Assistant

The Special Projects Assistant provides high-level administrative, operational, and project management support across a multi-program TRIO portfolio. This role is responsible for coordinating cross-program initiatives, managing department-level events, and supporting leadership in ensuring program alignment, compliance, and effective service delivery. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, compliance-driven environment.

Required Qualifications

* Bachelor's degree in Business Administration, Education, Communications, or related field

* Minimum 3-5 years of experience in project coordination, event planning, or administrative leadership support

* Strong organizational, multitasking, and project management skills

* Experience managing high-level events and logistics

* Proficiency in Microsoft Office Suite and project tracking tools

* Management or Project Management (PMP) certifications are highly desirable.

Preferred Qualifications Preferred Education/Experience Required Knowledge, Skills, and Abilities

* Project management and execution

* Attention to detail and compliance awareness

* Executive-level communication and professionalism

* Problem-solving and adaptability

* Ability to manage multiple priorities under tight deadlines

* Strong interpersonal and collaboration skills

Physical Demands

Essential Duties/Responsibilities

Essential Duties/Responsiblities

Special Projects & Program Coordination

* Support the planning, implementation, and monitoring of special projects across 12+ TRIO programs

* Coordinate cross-program initiatives, including college tours, summer programming, and enrichment activities

* Track project timelines, deliverables, and outcomes to ensure alignment with program goals

Executive Events Coordination

* Plan and execute events including conferences, department meetings, orientations, and student programs

* Manage all event logistics: venue coordination, travel, lodging, catering, materials, and scheduling

* Develop event timelines, run-of-show documents, and communication plans

* Serve as the primary point of contact for vendors, partners, and stakeholders

* Ensure events are compliant with federal cost guidelines

Administrative & Operational Support

* Provide direct support to senior leadership

* Coordinate calendars, meetings, and internal communications across programs

* Prepare reports, presentations, and briefing materials

* Maintain organized documentation for compliance, audits, and reporting

Compliance & Data Management

* Assist with maintaining audit-ready documentation across programs

* Support tracking of student services, contact hours, and program participation

* Ensure adherence to federal regulations (TRIO, EDGAR, 2 CFR Part 200) in project execution

* Assist with internal audits and preparation for external reviews

Budget & Logistics Support

* Assist with budget tracking for events, projects, and program activities

* Coordinate procurement processes (e.g., Tiger Express, purchase requests)

* Ensure all expenditures are properly documented and allowable

Communication & Stakeholder Engagement

* Facilitate communication between program staff, leadership, and external partners

* Draft professional correspondence, memos, and event communications

* Support coordination with schools, vendors, and community organizations

Percentage Of Time