Fellows Project Program Coordinator

Job description

Anticipated Start Date: September 15, 2026 Job Purpose Under the general direction of the Program Manager, the Project Program Coordinator shall be responsible for the overall coordination, communication, and the day-to-day operations of the Program in support of long courses and serve as the College of Security Studies point of contact for the program. Duties and Responsibilities Duties and responsibilities include, but are not limited to the following: • Initiate and maintain communication with members before, during, and after their participation in the course. • Coordinate with members prior to their arrival to facilitate planning of their Fellows Project. • Collaborate with members during their time at the Center to ensure effective follow-on communication post-departure. • Conduct periodic follow-up with members post-departure to provide ongoing support and encouragement in line with the schedule established by leaderships. • Document and track project progress during members time at the Center, utilizing MS Access for database maintenance. • Engage with a program supervisor on a consistent schedule to foster ongoing support and alignment with project goals. • Record communication outcomes in a designated online portal for transparent reporting and oversight. • Develop, implement, and maintain a comprehensive communication plan targeting Country Teams, Security Cooperation Officers (SCOs), and internal stakeholders of the Center. • Report completion of the communication plan to the FPL to ensure alignment with program objectives. • Generate progress reports as necessary to document successes and provide updates on the status of the Fellows Project Program. • Provide project status reports leadership, relevant faculty members, and other staff members as required for follow-up and coordination. • Ensure accuracy and completeness of information within the Progress Review Report to facilitate thorough evaluation of Fellows' progress. • Collaborate with the program management team to contribute to the development and enhancement of the program. • Provide input and recommendations for support, services, and products offered by other departments in alignment with program objectives. • Create and oversee the management of project data to ensure accuracy and accessibility. • Create spreadsheets for alumni, course, and country email addresses for information distribution. • Create and process executive travel support documents, compile class/country statistics, and photo-reports. • Create customized spreadsheets for connecting with alumni for outreach events, surveys, and networking activities. • Support Alumni Engagements in-house and in-region by producing congratulatory letters, photo rosters, email invitation spreadsheets, invitations, and agenda. • Support alumni virtual reunions and webinars/podcasts by sending invitations, documenting discussions, producing photos and videos, and contributing to executive summaries. • Coordinate with the FPL to identify and designate the back-up POC, typically a government civilian in the Strategy & Assessments Branch, as needed. • Provide support to the Admissions Department's Foundation of Fellowship Program as needed to cultivate and strengthen relationships with Fellows. • Assist in the setup, execution, and cleanup of various Fellowship events, receptions, picnics, Taste of Asia, tours, etc. • Operate government-provided vehicles such as passenger vans, pick-up trucks, and box trucks to facilitate transportation and logistics for these events. • Ensure adherence to safety protocols and regulations while operating vehicles and participating in event activities. Qualifications Minimum Education & Experience: •Bachelor’s degree from a U.S. accredited institution • Customer service experience •Must have a valid U.S. driver's license with clean driving record Required Skills/Abilities: •Ability to interact and communicate effectively with individuals from diverse international backgrounds. • Strong analytical skills to effectively assess and interpret reports and data •Excellent communication skills, both written and verbal, to convey information clearly and concisely. •Extremely proficient with Microsoft Office Suite • Extremely proficient experience with Access and Excel – Ability to design reports, update reports, and maintain MS Access database. Physical Requirements: • Prolonged periods sitting at a desk and working on a computer. •Must be able to lift up to 50 pounds at times. •Maintain regular workdays from Monday to Friday, excluding U.S. Federal Holidays, with occasional Saturday work required. About Alakaʻi Services Group Inc. / Poʻe Hana Group, Inc. Alaka‘i Services Group Inc. (ASGI), a subsidiary of the Alaka‘i Foundation Group Inc., is a Native Hawaiian Organization (NHO)-Owned Small Business serving the U.S. Department of Defense and other Federal Government Clients. H eadquartered in Honolulu, Hawaii , Po ʻ e Hana Group, Inc. (PGI) is a talent management, staffing , and administrative support services company. PGI specializes in providing HR and admin istrative services to the Alakaʻi family of NHO companies. PGI is an Equal Opportunity Employer and strives to provide equal employment opportunity to all applicants and staff in accordance with sound employee relations practices and federal and state laws. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, marital status, ancestry, genetic information, pregnancy status, or any other characteristic protected by law.