Program Associate

The AFL-CIO Working for America Institute (WAI) is a non-profit, 501(c) (3) national workforce development organization for the labor movement. WAI assists unions, employers, labor-management partnerships, the workforce system, and community organizations by providing technical assistance, education, leadership development and policy analysis. WAI implements employment, apprenticeship, and training-related services that help to create, expand, and retain high quality jobs.

WAI is seeking to hire a Program Associate to support the Program Manager across all elements of programmatic operations to implement WAI’s apprenticeship program. The PA may provide support for other programs as needed.

Job Description:

Program Support & Strategy

• Implementation Assistance: Work with the Program Manager and WAI partners to support the implementation of WAI’s registered apprenticeship program, with occasional support for other programs.
• Work Plans: Support the development of work plans to ensure programmatic milestones and deliverables are met.
• Research: Utilize the internet as a basic research tool for information gathering.
• Progress Tracking: Organize and facilitate internal team meetings and monitoring of project milestones and track overall progress.
• Application Processing: Process incoming applications for financial support from partner organizations, including ensuring they meet all program rules.

Communications

• Information Sharing: Collect from and share information with programmatic partners.
• Template Creation: Create template forms for use. 
• Communications Contribution: Support program communications strategies and contribute to external communications, outreach materials and website content.

Grant Compliance & Data Management

• Reporting Notifications: Track program reporting requirements and regularly notify appropriate staff.
• Document Compilation: Compile documents such as reports based on inputs from staff.
• Database Entry: Assist in data entry for program databases, including assistance in ensuring data meets requirements.
• File Maintenance: Oversee organization and maintenance of programmatic files.
• Guidance Tracking: Track grant requirements and, with support from policy staff, relevant federal guidance updates.

Financial & Administrative Operations

• Budget Tracking: Track project budgets and workflows.
• Invoice Processing: Review and support processing of invoices.
• Expense Management: Prepare routine reports and process expense statements, reimbursements, and travel authorizations.
• Travel Booking: Book travel arrangements and arrange on-the-ground logistics.

Meeting Logistics & Scheduling

• Calendar Management: Schedule meetings and update the calendar for programmatic meetings and the Deputy Director, Program Manager, and other staff as needed.
• Meeting Coordination: Coordinate and plan meeting logistics, including distributing materials and taking notes.
• Meeting Notes: Prepare notes and summaries with action items from meeting discussions.
• Organization: Organize and save meeting notes in multiple platforms
• Visual Materials: Create spreadsheets and assist in the development and preparation of presentation material, such as PowerPoints and graphs.

Knowledge and Skills Requirements

Technical Skills & Digital Adaptability

• Excellent computer skills with proficiency in all Microsoft Office and Google Suite applications, as well as database, project management, and spreadsheet software.
• Proven capability to manage project workflows and collaborate asynchronously using performance management software such as Asana.
• Strong ability to adapt and integrate new technology trends to automate and streamline work. 
• Demonstrated ability to interpret and apply organizational policies and procedures accurately.

Communication & Professionalism

• Excellent written and oral communication skills.
• Professional, courteous, and tactful manner in the office and on the telephone.
• Solid understanding of the internal structure of the AFL-CIO, as well as familiarity with our affiliated unions.

Project & Time Management

• Excellent organizational skills with demonstrated attention to detail.
• Effective time management skills, including prioritizing and managing multiple tasks.
• Strong ability to work well under pressure and meet tight project deadlines. 

Mindset & Collaboration

• Highly motivated self-starter, with the initiative to work independently.
• Demonstrated ability to work well within a diverse, collaborative team environment.

Compensation and Benefits

The salary range for this position is $75,000-95,000, commensurate with experience. WAI offers a comprehensive benefits package, including employer-paid health, dental, and vision coverage; generous leave and paid time off; a retirement/pension plan and 401(k) match; and a hybrid work schedule with up to two days per week remote. 

The AFL-CIO Working for America Institute is an equal opportunity employer and does not discriminate on the basis of race, gender, physical ability, age, religion, sexual orientation, or national or ethnic origin. We welcome a diverse pool of applications, believe it is critical that our staff represent the larger labor movement, and are committed to building a culture and community that fosters diversity, equity, and inclusion.

To Apply

Please submit the following items through our online portal:

• A cover letter outlining your interest and qualifications for the role 
• Your resume/CV
• Three professional references

Should you have any questions about the role or need reasonable accommodation during the application or interview process, please contact [email protected].