Project Coordinator III

Description

DNI is seeking a highly organized and proactive Project Coordinator to support the Communications & Program Strategy Accountability Offices. This role is critical in ensuring seamless executive operations, coordinating high-level administrative functions, and supporting strategic communication initiatives, including seminars, campaigns, and public health outreach efforts. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, and excels at managing competing priorities while maintaining confidentiality.

Requirements

Executive & Administrative Support

• Manage and coordinate executive calendars, ensuring efficient scheduling and resolution of conflicts.
• Plan, schedule, and support meetings, including logistics, virtual platform setup, and technical coordination.
• Prepare, review, and distribute reports, presentations, and executive communications.
• Maintain organized electronic filing systems, including document management within SharePoint.
• Coordinate travel, meeting logistics, and ensure proper archiving of materials.
• Manage administrative functions such as supply coordination, distribution lists, and internal communications.
• Serve as a central point of contact for leadership, ensuring clear and timely communication.
• Develop and refine standard operating procedures (SOPs) to improve efficiency and workflow.

Seminar & Event Coordination

• Develop and distribute promotional materials for seminars across multiple platforms.
• Create slides for CDC building monitors.
• Develop seminar reminders for the PHIC Pulse newsletter.
• Draft communications for platforms such as WFW Newsletter, CDC Today, and event calendars for leadership approval.
• Manage and maintain seminar presentation slide decks.
• Facilitate interactive Q&A sessions following seminars to enhance participant engagement.
• Coordinate "test run" meetings with presenters, communications teams, and Office of Science stakeholders to ensure readiness.

Campaign & Communications Management

• Lead planning and execution of PHIC Emergency Response and Preparedness campaigns (May, September, and additional periods as needed).
• Develop and submit campaign-related articles for PHIC Pulse.
• Create promotional materials including flyers, emails, and newsletters.
• Coordinate with administrators to develop training registration links within the HHS Learning Portal.
• Update and manage SharePoint sites by archiving outdated materials, refreshing links, and publishing new campaign content.
• Collaborate with communications leads to finalize messaging and materials.
• Plan and execute campaign promotional timelines, including rollout of materials at least one month prior to training events.
• Ensure instructors have appropriate access to CDC systems for training delivery.
• Manage campaign preparation timelines, with promotional development typically requiring 2-3 weeks.

Required Qualifications

• Education: Bachelor's degree in Business Administration, Office Management, or a related field.
• Experience: 3-5 years of experience in executive administrative support, office management, or a related role.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, Zoom, and SharePoint or similar document management systems.
• Organizational Skills: Strong ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Communication Skills: Excellent written and verbal communication skills with the ability to produce professional correspondence.
• Problem-Solving Skills: Demonstrated ability to identify issues and implement effective solutions.
• Interpersonal Skills: Ability to collaborate effectively with leadership, stakeholders, and cross-functional teams.

Preferred Qualifications

• Experience supporting executive leadership within a public health or government environment.
• Familiarity with public health initiatives, program evaluation, and federal or agency protocols.
• Experience coordinating large-scale communications campaigns, seminars, or training programs.

Benefits

• Covers 100% of employee benefit premiums, including Medical (PPO or HDHP Option), Vision, Dental

• Matching 401K
• Short- and Long-Term Disability
• Pet Insurance
• Professional Development/Education Reimbursement
• Parking and Transit Benefits for NY, NJ, ATL, and DC Metro areas

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.