Note: The job is a remote job and is open to candidates in USA. Tribal One is a tribally owned SBA Certified 8(a) company that provides professional services to federal agencies. They are seeking a highly organized and detail-oriented Administrative Program Coordinator to support NOAA's Northeast Fisheries Science Center by providing administrative support for participant onboarding, reimbursement processing, records management, compliance tracking, and reporting.
Responsibilities
- Coordinate onboarding activities for new program participants
- Collect, review, and maintain required participant documentation
- Track onboarding status and ensure documentation is complete and accurate
- Assist with participant agreement updates and modifications
- Maintain participant contact information and administrative records
- Support payment setup activities and onboarding coordination
- Serve as an administrative point of contact for participant questions and documentation requirements
- Receive and review reimbursement requests and supporting documentation
- Verify reimbursement submissions for completeness and compliance
- Coordinate resolution of missing documentation and reimbursement discrepancies
- Coordinate and administer approved reimbursement requests in accordance with established procedures
- Maintain payment tracking records and supporting documentation
- Support expenditure tracking and reimbursement reporting activities
- Respond to participant administrative inquiries
- Coordinate communications between program participants and Government personnel
- Provide status updates regarding onboarding and reimbursement activities
- Escalate issues requiring Government review or approval
- Support continuity of participant operations and administrative processes
- Develop and maintain positive relationships with participants and stakeholders
- Maintain complete and accurate participant files
- Maintain reimbursement, expenditure, and compliance records
- Track documentation requirements and status updates
- Support audits and Government record reviews
- Ensure protection of sensitive participant and financial information
- Maintain electronic files and document repositories
- Prepare monthly participant status reports
- Assist with quarterly reimbursement and expenditure reports
- Maintain current participant rosters and onboarding records
- Update shared electronic repositories and contract documentation
- Support project leadership with routine reporting requirements
Skills
- Three (3) years of experience providing administrative support, program coordination, records management, customer service, reimbursement processing, compliance tracking, contract support, or related services
- Experience managing multiple priorities in a fast-paced environment
- Experience maintaining spreadsheets, tracking logs, or administrative databases
- Experience maintaining accurate records and documentation
- Strong organizational and time-management skills
- Strong written and verbal communication skills
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams
- Ability to work independently in a remote environment
- Ability to handle confidential and sensitive information with discretion
- Experience supporting federal government contracts or programs
- Experience with participant onboarding, document collection, or records management
- Experience supporting payment processing, invoicing, reimbursements, or financial tracking activities
- Experience preparing reports and maintaining compliance documentation
- Experience with SharePoint, Google Workspace, electronic document management systems, or similar collaboration tools
Benefits
- Health & Welfare (H&W): $5.09 per hour (up to 40 hours per week)
- Two (2) weeks paid vacation after one year of qualifying service
- Vacation entitlement increases based on years of qualifying service
- Twelve (12) paid holidays annually
- Paid sick leave in accordance with applicable federal contractor requirements
Company Overview