Program Coordination Assistant

Job Title: Program Coordination Assistant

Monthly Pay: $3,721 - $5,558 USD per month

Summary: Each shift begins with incoming program requests, pending task updates, and meeting follow-ups that need administrative attention. The Program Coordination Assistant supports program coordination by keeping task information current, organizing routine communications, and helping colleagues prepare for upcoming activities. This position sits within the program management team, works under a program manager, and collaborates with project coordinators, task owners, and internal stakeholders.

The position is fully remote and desk-based, allowing you to work from home in Indiana, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

• Review incoming emails and the shared program task queue at the start of each shift, identifying new requests, pending responses, and approaching deadlines.
• Check each request for its purpose, assigned owner, requested completion date, and missing details before adding or updating the corresponding task entry.
• Maintain program task lists in a project management tool such as Asana, recording approved assignments, due dates, dependencies, and progress updates supplied by task owners.
• Help project coordinators organize routine program activities by confirming participants, checking availability, and circulating meeting details through established team channels.
• Prepare meeting agendas from submitted topics, organize reference materials, and capture decisions, action items, responsible owners, and target dates during remote discussions.
• Send clear reminders about upcoming activities and outstanding action items, following the program manager's priorities rather than changing deadlines or commitments independently.
• Follow up with task owners when updates are missing, verify the information received, and flag conflicting dates or unresolved dependencies to the program manager.
• Support resource coordination by maintaining current availability notes and sharing identified scheduling conflicts with project coordinators for review and resolution.
• Assemble routine progress summaries from verified task updates, highlighting completed activities, outstanding actions, and questions requiring the program manager's attention.
• Close completed administrative tasks after confirmation, leave clear handover notes, and support quality checks based on accuracy, turnaround, complete notes, and timely follow-up.

• High school diploma or equivalent.
• No experience required; related experience supporting projects, programs, or administrative activities is preferred.
• Basic understanding of program coordination, project implementation stages, task ownership, dependencies, and the purpose of maintaining accurate progress information.
• Familiarity with shared task lists and willingness to learn the named project management system through guided practice and established team procedures.
• Ability to compare incoming updates with existing task details, identify missing information, and ask clear questions before making changes.
• Clear written and verbal communication for preparing concise updates, recording meeting actions, and following up respectfully with colleagues.
• Ability to prioritize assigned administrative work, maintain organized notes, and recognize when an issue needs a coordinator or manager's decision.
• A reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work supporting desk-based program activities from home in Indiana.
• Structured onboarding and training on Asana, including task updates, assignment checks, and routine progress tracking.
• Regular check-ins with the program manager as team lead to review priorities, ask questions, and receive practical feedback.
• Opportunities to build program coordination, project support, resource coordination, and progress reporting skills through routine assignments.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.