Programs Specialist

AMVETS; Washington (Washington County); On-site; USD 45,000 - 55,000; Full time

Job summary

AMVETS is seeking a Programs Specialist to provide administrative support to the National Programs Department and assist with coordinating national programs. The role emphasizes organization, documentation, and customer service for departments, posts, and veterans’ program participants.

The position requires strong communication and multi-tasking abilities, with experience in a nonprofit environment preferred.

Qualifications

• Strong verbal and written communication skills.
• Experience with nonprofit or veteran services is preferred.
• Proficient in Microsoft Office.
• Ability to manage multiple tasks and deadlines.
• Ability to maintain confidentiality.
• Ability to work independently and in a team.

Responsibilities

• Provide day-to-day administrative support to the National Programs Director and Programs Department.
• Assist with coordination of AMVETS national programs and reporting systems.
• Maintain program records and databases.
• Respond to routine program questions from departments and members.
• Support events and meetings logistics.

Skills

Organizational Skills

Communication

Detail-oriented

Time Management

Multitasking

Customer Service

Education

High school diploma or equivalent

Associate degree (preferred)

Tools

Word

Excel

Outlook

Teams

Job description

AMVETSJOB DESCRIPTIONPrograms SpecialistReports to: National Programs DirectorDepartment: ProgramsFLSA Status: ExemptSalary: $50,000 per AnnumPosition Level: Support / SpecialistPosition SummaryThe AMVETS Programs Specialist provides administrative and program support to the National Programs Department and assists with the effective and timely coordination of AMVETS national programs.This is a support-level position and does not have management or supervisory responsibilities. The Programs Specialist works under the direction of the National Programs Director and collaborates with other AMVETS staff to provide responsive service to AMVETS Departments, Posts, members, volunteers, program participants, and other stakeholders.The position requires strong organizational and communication skills, attention to detail, and the ability to manage multiple assignments and deadlines in a professional nonprofit environment.Program SupportProvide day-to-day administrative and operational support to the National Programs Director and Programs Department.Assist with the coordination and administration of AMVETS national programs.Respond to routine program questions and requests from AMVETS Departments, Posts, members, and other stakeholders.Process program requests submitted by members at the Post, Department, and District levels.Assist with maintaining databases, spreadsheets, records, and other tracking systems for AMVETS programs.Collect and organize program information and data for reports.Assist with tracking program participation, submissions, deadlines, and results.Maintain accurate electronic and physical program records.Assist with updating program forms, materials, instructions, and publications.Provide customer service and technical assistance to members using the AMVETS online Programs reporting system.Assist with correspondence and follow-up communications with program participants.Maintain appropriate Programs Department email and contact lists.Veterans Affairs Voluntary Service (VAVS)Maintain current records of AMVETS VAVS representatives and volunteers.Assist with coordination and communication involving AMVETS VAVS representatives.Process requests for matching funds in accordance with established AMVETS procedures.Assist with the annual VAVS Leadership Awards process.Maintain supporting documentation and records.ScholarshipsTrack scholarship applications and required documentation.Assist with communications to applicants.Assist with coordination of scholarship judges and the evaluation process.Maintain accurate records of scholarship recipients.Prepare appropriate documentation and check requests for the National Service Foundation.Maintain records necessary for organizational and audit purposes.Youth & Americanism ProgramsSupport annual youth conferences, seminars, and related activities.Assist with participant registration and communications.Coordinate required participant information and documentation.Assist with travel arrangements when directed.Respond to routine questions from participants, parents, guardians, and AMVETS leadership.Prepare and distribute program materials.Freedoms Foundation Youth Leadership ProgramCoordinate registration information with Freedoms Foundation program staff.Assist with participant travel arrangements and flight schedules.Provide required materials and information to participants.Maintain participant records.Respond to routine questions from participants and their families.Assist with logistical coordination before and during the program.Awards, Contests & Recognition ProgramsProcess requests for JROTC/ROTC medals, Eagle Scout certificates, and other AMVETS recognition programs.Maintain spreadsheets and records of certificates, medals, and other program requests.Process National Americanism and AADAA contest entries.Maintain accurate records of contest submissions and winners.Assist with preparation of certificates, awards, gift cards, plaques, and recognition materials as directed.Assist with communications to winners, Departments, Posts, and other participants.Meetings, Convention & Special EventsProvide Programs Department support during the AMVETS National Convention, National Executive Committee meetings, and other major AMVETS events.Assist with registration, materials, schedules, program documentation, and other logistical needs.Attend Programs meetings and assist with meeting preparation when requested.Assist with follow-up activities resulting from meetings and events.Administrative ResponsibilitiesAnswer incoming Programs Department telephone calls and respond to or appropriately route inquiries.Monitor and process Programs Department email and mail.Prepare correspondence, reports, forms, program materials, and other documents as requested.Maintain organized electronic and physical filing systems.Assist with keeping Programs Department literature, forms, and publications current.Enter information accurately into AMVETS databases and reporting systems.Maintain confidentiality when working with member, applicant, participant, and organizational information.Work cooperatively with Membership and other National Headquarters departments when necessary.Perform other duties as assigned by the National Programs Director or National Headquarters leadership.Successful Programs Specialist CharacteristicsBe dependable, organized, and detail-oriented.Demonstrate personal accountability and follow through on assigned responsibilities.Provide professional and responsive customer service.Complete assignments accurately and on time.Communicate effectively with supervisors, coworkers, members, and program participants.Be comfortable asking questions and seeking guidance when necessary.Work collaboratively as part of the Membership and Programs team.Remain flexible as organizational priorities change.Maintain a positive and professional attitude.Take initiative while recognizing the responsibilities and authority of the National Programs Director and organizational leadership.Demonstrate a genuine commitment to AMVETS' mission and service to America's veterans.Physical & Environmental RequirementsMost work is performed in an office environment and requires regular use of a computer, telephone, and other office equipment.The position may occasionally require lifting and moving boxes containing literature, awards, program materials, and supplies.Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the position.TravelTravel may be required in support of the AMVETS National Convention, National Executive Committee meetings, youth programs, and other Programs Department activities.Equal Employment OpportunityAMVETS is an equal opportunity employer and provides equal employment opportunities to employees and applicants in accordance with applicable federal, state, and local laws.Position ScopeThe Programs Specialist is a non-management support position. The employee does not supervise Programs Department personnel, independently establish organizational policy, approve departmental expenditures, or independently commit AMVETS to contracts, grants, partnerships, or other obligations. Such matters remain under the authority of the National Programs Director and appropriate AMVETS leadership.High school diploma or equivalent required; associate degree or relevant college coursework preferred.Previous administrative, nonprofit, customer service, program support, military, or veteran-service experience is preferred.Veteran or military-family experience and an interest in veterans' advocacy are preferred but not required.Strong verbal and written communication skills.Strong organizational and time-management skills.Excellent attention to detail and accuracy.Ability to prioritize multiple assignments and meet established deadlines.Ability to work effectively both independently and as part of a team.Professional and courteous customer-service skills.Ability to communicate effectively with AMVETS members, volunteers, leadership, staff, veterans, families, and youth participants.Working knowledge of Microsoft Office, including Word, Excel, Outlook, and Teams.Ability to learn and effectively use AMVETS databases, online reporting systems, and other technology platforms.Ability to maintain confidentiality and exercise good judgment when handling sensitive information.