POSITION DESCRIPTION:
 

The STEM Program Assistant provides direct administrative support to the STEM Department. The STEM Program Assistant supports in ensuring overall quality of programs by ensuring timely and accurate program activities, services, and reporting throughout the duration of the program. S/he coordinates all logistical activity and reports to the STEM Senior Specialist on any delays. The STEM Program Assistant is also responsible for updating all department files and uploading it on the shared drive. S/he follows up directly with the students and reports any issues or concerns to the direct manager. The Assistant may also be requested to support in other projects, if needed.

RESPONSIBILITIES:

​Programmatic Tasks:

• Maintain, and report on program timelines and other prescribed documents
• Report on sessions delivered and student attendance on a daily basis
• Share satisfaction survey with the students and report on outcome
• Coordinate agreed upon classes and training
• Monitor all offline sessions to support trainer/instructor if needed
• Monitor and follow-up with instructors on instructional hours for various programs/trainings and report findings
• Conduct online and offline information sessions for various programs when needed
• Communicate regularly via email, WhatsApp, and telephone with participants to provide updated information about program/training components, contents and arrangements
• Oversee programs WhatsApp groups to ensure accurate and timely information is shared with all participants if applicable
• Respond to inquiries from students and instructors/ trainers
• Assist in organizing and reviewing pay sheet documents for trainers and instructors
• Participate in meetings with other departments to solve problems and facilitate workflow
• Troubleshoot operational problems to the direct manager
• Monitor and follow-up with instructors on instructional hours for various programs/trainings and report findings
• Conduct online and offline information sessions for various programs when needed
• Conduct online and offline information sessions for various programs when needed

Administrative & Logistics Tasks:

• Provide all administrative and operational support to successfully conduct programs and activities
• Handle procurement specifically travel, transportation, material, and other supplies for programs / trainings
• Prepare procurement requests and follow up with Admin throughout the procurement process
• Review teachers’ timesheets and prepare cash advance requests before submitting for approval
• Assist with other projects when needed

Work Environment

The incumbent in this position will work in a professional office environment and will utilize the following equipment when working from the corporate office or remote home office (either on a full time, temporary, or hybrid basis)

• Computer (laptop or desktop)
• Printer/Photocopier/Scanner/Fax
• Telephone

Work Conditions

• Occasional work during the weekends (25%)
• Occasional travel (10%)

The physical demands and work environment that have been described is representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position description is an overview of the major functions and requirements of this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; the Employee’s Manager may assign other duties as related or as otherwise deemed appropriate and necessary within the general scope, without the need for additional compensation.

Amideast is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.

Positions that involve interaction with children will be required to read, acknowledge, and comply with and attend special training in accordance with the Child Protection and Safeguarding policy. All Amideast representatives must comply with the Code of Conduct and all applicable organizational policies which include but are not limited to, Anti-Human Trafficking and Prevention of Sexual Exploitation and Abuse.

This position description is not intended to be all-inclusive, and the incumbent will perform other reasonable business-related duties as assigned by the immediate supervisor and other managers when necessary. Amideast reserves the right to change duties and responsibilities as the need arises. This position description is not a written or implied contract of employment.

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