Program Assistant

Oneida Environmental (OE) is a firm that provides engineering, science, construction, munitions, and specialized professional services solutions for customers nationwide. We are seeking a highly organized Program Assistant to support our Program Managers and operations team. This role combines elements of office management, administrative assistance, and light project coordination—ideal for someone who enjoys wearing many hats and keeping projects moving.

Location: Minneapolis, MN; Denver, CO; Duluth, GA; or fully remote depending on experience.

Core Hours: 8:00 AM – 4:00 PM (Flex time available)

Responsibilities

• Serve as the primary administrative support for Program Managers, assisting with day-to-day operational needs.
• Answer and route calls, manage incoming inquiries, and ensure communications reach the right internal contacts.
• Coordinate logistics such as vehicle rentals, lodging, and meeting arrangements.
• Maintain digital and physical filing systems.
• Complete printing, binding, scanning, and archiving.
• Track vehicle mileage logs and maintain compliance documentation.
• Order and manage office supplies and shipping needs.
• Support project setup by preparing cost estimates, proposals, and entering data into internal systems (BST, PDS).
• Assist with approvals for timesheets, expense reports (Concur), and internal work requests (IWRs).
• Maintain project tracking spreadsheets (Overhead Hours, New Project List, MPU logs, and billing notes).
• Prepare, format, and compile proposal documents via PDF or Word.
• Generate and update Gantt charts or schedules using MS Project (preferred skill).
• Schedule and coordinate meetings and appointments (including leading meetings if needed).
• Prepare and process forms for new hires, purchase requests, business cards, and other approvals.
• Support task managers with document preparation and submission (PDF generation/bookmarking, hard copies, CDs, etc).

Requirements

• Proven experience as an administrative assistant or program coordinator.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); MS Project experience a plus.
• Excellent organizational skills with the ability to manage multiple priorities.
• Professional communication skills, both written and verbal.
• Detail-oriented with a proactive problem-solving mindset.
• Ability to work independently and as part of a team in a fast-paced environment.

Qualifications

• Degree or background in related technical field, with preference given to those with experience in the environmental field.
• Familiarity with BST, Concur, or similar project management/expense platforms.
• Proficiency in MS Project.

Pay

$56,000 - $76,000 annually

Benefits

• 13 Paid Holidays
• 15 Days of Paid Time Off
• 401(k) Retirement Plan with Company Match
• Medical, Dental, and Vision Insurance
• Employee Referral Program
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Wellness Program
• Multiple Voluntary Medical Benefits