Program Assistant

General Responsibilities:

The National Rural Water Association is a non-profit organization dedicated to training, supporting, and promoting the water and wastewater professionals that serve small and rural communities across the country. NRWA provides education, training, and technical assistance to all 50 States through affiliated State Rural Water Associations. Rural Water training and technical assistance covers every aspect of operating, managing, and financing water and wastewater utilities.

The Program Assistant (PA) provides essential support to the Program Manager in the successful implementation and administration of NRWA programs. This role requires a highly organized, detail-oriented individual with strong communication and interpersonal skills. The PA plays a crucial role in ensuring program effectiveness, stakeholder engagement, data management, and compliance. This is a support role; the PA does not manage the program or grant.

Responsibilities and Duties

Mission: Adhere to the NRWA mission which is to “Strengthen State Associations.”

Administrative Support:

- Create correspondence, reports, documents, spreadsheets, and presentations.

- Manage complex calendars and scheduling requirements for the Program Manager and grant staff, including scheduling meetings across different time zones using video teleconferencing software (e.g., Zoom, Microsoft Teams).

- Assist with the creation of meeting agendas, program narratives, program schedules.

- Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and database files, uploading/downloading, and creating footnotes and outlines.

Program Implementation:

- Develop a thorough understanding of assigned programs, including deliverables, expectations, and deadlines.

- Communicate program requirements, expectations, and deadlines effectively to State Affiliate staff.

- Collaborate with the Program Manager to identify areas for program improvement and contribute to future-proofing efforts.

- Schedule program-related meetings with State Affiliate staff.

- Work with Program Manager to ensure incoming TA field staff have completed all new hire requirements

Stakeholder Engagement & Collaboration:

- Cultivate and maintain positive relationships with key stakeholders, including Executive Directors, State Program Managers, and TA Staff.

- Collaborate effectively with internal NRWA departments (e.g., Resource Development, IT, Accounting, Compliance, Legislative) and fellow Program Assistants.

Compliance & Reporting:

- Assist the Program Manager in preparing accurate and timely reports (monthly, quarterly, and ad-hoc) that meet agency requirements. This includes compiling data on significant contacts, training session verification, and data processing.

- Help Program Manager review log entries every week for incomplete or missing data (e.g., contact name, phone number, comments on the purpose of the log entry, etc.) Ensure any technical assistance is provided to eligible systems per the Program’s requirements.

- Assist Program Manager in monitoring TA field staff's compliance with the requirements for UMC and/or UFC certification and assist with the renewal process when needed.

- Contribute to the development and maintenance of program documentation, such as procedures, operating plans, and other guiding materials.

- Support the Program Manager in issuing subawards.

- Help verify monthly training reports on a timely basis.

Data Management & Analysis:

- Become proficient in the use of WaterLog, including data entry, report generation, and verification.

- Analyze raw data from WaterLog (using Excel, Power BI, ArcGIS, or other analysis platforms) to provide insights to the Program Manager for data-driven decision-making.

- Maintain the quality and integrity of data, ensuring tasks are completed in accordance with program guidelines.

General Responsibilities

- Maintain confidentiality of sensitive information.

- Attention to detail, direction, and instructions

- Be reliable, trustworthy, detail-oriented, and time-conscious.

- Meet deadlines for program requirements and projects.

- Proactively keep program participants informed of deadlines and activities.

- Punctuality.

- Perform other duties as assigned.

Representation & Advocacy: Represent NRWA and the program positively at all times.

Travel: Ability to travel for training, on-site assistance to State Rural Water Associations, and NRWA events.

Qualifications and Skills

- Outstanding written and verbal communication skills.

- Excellent organizational and time management skills.

- Experience and knowledge of State Rural Water Associations and the water/wastewater industry.

- Proficiency in Microsoft Office Suite, particularly Excel.

- Experience with data analysis tools (e.g., Power BI, ArcGIS) is a plus.

- Experience with database management systems is a plus.

- Ability to work independently and as part of a team.

- Ability to prioritize tasks and meet deadlines.

- Knowledge of non-profit organizations and/or rural water associations is a plus.

Collaboration and Relationships

The Program Assistant reports directly to the Program Manager and collaborates continuously with key NRWA and State Association Management, program staff, and staff at strategic governmental agencies (e.g., EPA, USDA, DOL). The Program Manager also builds and maintains relationships with key individuals at industry associations and entities.

Growth and Development

NRWA is committed to fostering professional growth. The Program Assistant will have opportunities to participate in industry conferences, workshops, and webinars, expand their professional network, attend professional development and receive mentorship from senior colleagues.

Job Type: Full-time

Benefits:

- 401(k)

- Dental insurance

- Health insurance

- Paid time off

- Parental leave

- Vision insurance

Work Location: In person