Administrative Assistant Project Coordinator

State of Rhode Island; Providence (RI); Hybrid; USD 55,000 - 70,000; Full time

Job summary

State of Rhode Island is seeking a proactive Project & Administrative Operations Coordinator to support a public health and community care program. You will work closely with program leadership to coordinate daily workflows, manage grant/contract deliverables, and oversee scheduling and cross-functional collaboration.

The role is hybrid (3 days on-site / 2 days remote) with responsibilities across project coordination, operational administration, and stakeholder engagement to deliver dependable,

Qualifications

• Associate degree, Bachelor’s degree, or equivalent practical coursework/certifications from an accredited institution.
• 2+ years of hands-on experience in program coordination, executive/administrative assistance, office management, or grant/contract support.
• Public sector administration, non-profit human services, healthcare operations, or grant-funded programs experience preferred.

Responsibilities

• Assist program leadership with end-to-end initiative tracking, planning reviews, and milestone deliverables for healthcare and community initiatives.
• Schedule and facilitate cross-functional meetings, manage calendars for up to two program administrators, record meeting minutes, organize webinar logistics, and prepare presentation materials.
• Support the administrative lifecycle of federal grants, service contracts, and program reporting requirements.
• Assist with public outreach coordination, partner communications, scheduling community presentations, and coordinating annual compliance site visits with funded partners.

Skills

Administrative foundations

Discretion & confidentiality

Organization & multitasking

Collaboration & communication

Technical proficiency

Education

Associate degree

Bachelor’s degree

Tools

Excel

Word processing

Zoom

Teams

File sharing environments

Job description

We are seeking a proactive, highly organized Project & Administrative Operations Coordinator to join a dedicated public health and specialized community care program. In this key support role, you will work closely with program leadership—including the Project Director and Assistant Director—to coordinate daily operational workflows, support federal grant and contract deliverables, maintain schedules, and facilitate cross-functional collaboration.

This position is ideal for an experienced administrative professional or project coordinator who thrives in structured environments, demonstrates sound judgment, and takes pride in delivering dependable, high-touch support to community-driven public service initiatives.

Work Model

Hybrid (3 days on-site / 2 days remote per week)

Key Responsibilities

Project & Program Coordination

• Project Support: Assist program leadership with end-to-end initiative tracking, planning reviews, and tracking milestone deliverables for healthcare and specialized community service initiatives.
• Meeting & Event Logistics: Schedule and facilitate cross-functional meetings, manage calendars for up to two program administrators, record meeting minutes, organize webinar logistics, and prepare presentation materials.
• Grant & Contract Tracking: Support the administrative lifecycle of federal grants, service contracts, and program reporting requirements.
• Stakeholder & Community Engagement: Assist with public outreach coordination, partner communications, scheduling community presentations, and coordinating annual compliance site visits with funded partner agencies.

Operational & Fiscal Administration

• Financial & Record Processing: Prepare, verify, and track requisitions, vouchers, expense claims, invoice records, and related fiscal documentation.
• Personnel & Time Administration: Assist with processing timesheets, leave requests, travel arrangements, appointment logistics, and associated personnel records.
• Data & Document Management: Compile, review, proofread, and index program records; organize statistical data and prepare routine tables, charts, and administrative reports for leadership.
• Office & Reception Support: Act as a central point of contact for unit inquiries, greet visitors, field communications, monitor shared mailboxes, and handle supply inventories and equipment maintenance requests.

Education & Experience

• Education: Associate degree, Bachelor’s degree, or equivalent practical coursework/certifications from an accredited institution.
• Experience: 2+ years of hands-on experience in program coordination, executive/administrative assistance, office management, or grant/contract support. An equivalent combination of relevant education and professional experience will also be considered.
• Sector Background: Prior experience in public sector administration, non-profit human services, healthcare operations, or grant-funded programs is strongly preferred.

Knowledge, Skills & Abilities

• Administrative Foundations: Strong command of standard office practices, business writing, proofreading, and arithmetic/fiscal computations.
• Discretion & Confidentiality: Proven track record of handling sensitive information, adhering to strict client/patient privacy standards, and maintaining confidentiality.
• Organization & Multitasking: Ability to prioritize multiple requests, follow established procedures with high attention to detail, and exercise independent judgment when resolving day-to-day operational issues.
• Collaboration & Communication: Excellent interpersonal skills with the ability to build collaborative relationships across internal teams, community partners, and external vendors.
• Technical Proficiency: Proficiency in modern office tools, including spreadsheet software (Excel), word processing, virtual meeting platforms (Zoom, Teams), and file-sharing environments.

What We Offer

• Consistent Schedule: 35-hour workweek that supports work-life balance.
• Hybrid Flexibility: Enjoy a mix of in-person collaboration (3 days) and remote work (2 days).
• Meaningful Impact: Direct contribution to mission-driven public health programs serving vulnerable community populations.