Program Specialist
About the Role
The Program Specialist is a detail-oriented professional who thrives on providing exceptional customer service and has a passion for process improvement. This will be a key role in the administration of Proficiency Analytical Testing (PAT) Programs who will report directly to the Senior Manager, Technical & Quality. In this dynamic role, you will be the first point of contact for program participants, ensuring client satisfaction through technical expertise and top-tier support. From managing participant communications to supporting program logistics and quality initiatives, you will play an essential role in delivering excellence in our testing services.
Essential Duties and Responsibilities
Participant Management
- Respond to routine inquiries and complaints from participants and external stakeholders with professionalism and empathy.
- Troubleshoot and resolve participant database issues.
- Maintain and update participant records (contacts, addresses, company info).
- Send tailored invitation emails and program notifications.
Program Support
- Draft and send large-scale email communications.
- Serve as deputy for document control, action tracking, and risk assessments.
- Review and quality-check participant reports.
- Prepare meeting agendas and record accurate minutes.
PAT Annex Operations
- Organize and inventory PAT Annex supplies and materials.
- Assist in the receiving and shipping of test samples across various programs.
- Maintain sufficient inventory of packing materials and shipping supplies.
EMPAT Program Support
- Prepare and track shipment of EMPAT culture samples.
- Gain knowledge of fungal spore characteristics and support sample generation.
- Organize EMPAT data and assist with sample selection and documentation.
Financial & Marketing Support
- Support innovation and entrepreneurial efforts to enhance financial outcomes.
- Assist with income/expense tracking and outreach initiatives.
- Participate in marketing and promotional campaigns.
Quality Systems
- Contribute to continuous improvement projects.
- Create and revise work instructions and documentation.
Qualifications
- Proficiency in Microsoft Word, Excel, PowerPoint, and database systems.
- Strong communication skills, both written and verbal
Education & Experience
- Bachelor’s degree in natural sciences is preferred (chemistry, biology ,etc.); equivalent experience considered.
- Experience in laboratory (academic or commercial) and/or administrative environments.
To Truly Excel, You Will Have:
- Customer-Focused: You prioritize participant satisfaction and service excellence.
- Detail-Oriented: Your careful, process-driven approach ensures accuracy.
- Adaptable: You’re curious and confident with new technologies.
- Collaborative: You thrive in team settings and enjoy shared success.
- Growth-Minded: You view challenges as opportunities to learn and grow.
- Solution-Oriented: You handle conflict with empathy and professionalism.
Travel
Travel is not required.
Residency Requirement
Based on our business set-up and to maximize hybrid work opportunities, AIHA only employs individuals who live in Washington, DC, Maryland, or Virginia. To be considered, a candidate must live in, or be willing to relocate on their own to, Washington, DC, Maryland, or Virginia.
Salary
The pay for this position ranges from $26.44/hr - $30.05/hr based on experience and education.
Benefits
AIHA offers comprehensive health, dental and vision benefits partially funded by the organization. We also offer a 401(k) match, FSA, Life & AD&D, STD, LTD, flexible scheduling, telecommute options, and paid: holiday, personal, sick, and vacation leave. AIHA believes in developing our employees so we provide professional development opportunities (internally and externally) and tuition reimbursement.
To Apply
If this job sounds interesting and you have the experience needed, please submit a cover letter and resume via our Career’s Page (https://theapplicantmanager.com/careers?co=ah).