Logistics Associate (Head Start Monitoring)

Description

The Logistics Associate (LA) supports the federal monitoring of Head Start and Early Head Start grant recipients. The LA is responsible for coordinating travel arrangements for review team members to fulfill the Annual National Schedule; generating statistically relevant eligibility file samples for monitoring and compliance reviews; coordinating, tracking, and completing files according to strict timelines; and communicating with reviewers in support of monitoring reviews.

MSG specializes in delivering innovative solutions in program management, training and technical assistance, research and evaluation, marketing and communications, and IT and digital services to a range of federal clients, including extensive experience with the Departments of Health and Human Services, Labor, and Education.

Core Duties and Responsibilities

• Independently plan, coordinate, and support travel for review team members within required timelines, allowable cost ceilings, and other federal guidelines using tools such as Trip Circuit/Grasp Reporting, Concur, Conferma, Salesforce, and others.
• Assess multiple scheduling scenarios, including availability calendars and conflicts of interest, and manage reviewer assignments.
• Formulate accurate and complete Eligibility File Samples for all grants being monitored through the skillful utilization of the Eligibility Calculator and Program Enrollment Roster, interpreting federal guidance, and exercising professional judgement.
• Create new review records within the project’s government IT platform and perform schedule quality checks.
• Provide rotational weekend support from 8:00 AM to 10:00 PM ET to address travel emergencies and cancellations.
• Contribute to the development and maintenance of the Annual National Schedule, including dates, staffing, and updates within the project’s government IT platform and across internal review trackers as needed.
• Contribute to weekly and monthly reports as needed.
  
  

Daily Tasks

• Independently arrange travel logistics for review team members using project-specific tools to ensure compliance with federal guidelines.
• Manage dedicated high-volume email inboxes, exercise discretion in formulating responses and routing inquiries.
• Create the weekly Reviewer Assignment/Travel Tracking Sheet.
• Exercise professional judgement to staff review teams and ensure assignments are complete.
• Match reviewers to reviews based on availability and special requirements, including potential conflicts of interest, and identify replacements for canceled reviewers as needed.
• Coordinate with internal project team staff, including review managers and leaders, in accordance with standard operating procedures.
• Analyze and review post-travel receipts and expenses to ensure submitted costs align with reimbursable expense allowances and federal guidelines. Follow up with travelers to obtain complete expense information as needed.
• Author, prepare, and update logistics summaries for internal and stakeholder audiences; upload to designated shared work spaces.
• Download rosters, complete file samples, and send them on schedule; ensure documents comply with requirements.
• Use professional interpersonal communication skills to respond to reviewer questions throughout the review cycle in writing and via the phone.
• Apply necessary changes to the Annual National Schedule within the project’s government IT platform and across internal review trackers as updates arise.
• Other duties as assigned.
  
  

Required Qualifications

• Two to three (2–3) years of experience in logistics, scheduling, or project coordination, including maintaining complex schedules and updating information in required systems.
• Experience managing and coordinating complex travel logistics.
• Ability to gather, organize, and track operational or recipient data accurately and on schedule.
• Experience managing assignments, calendars, and availability for multiple stakeholders using commercial and proprietary software and IT systems.
• Strong written and interpersonal communication skills for preparing correspondence, formal notifications, and emails and handling professional conversations.
• Proficiency in Microsoft Suite and SharePoint.
• High attention to detail with the ability to meet guidelines, perform accuracy checks, and manage master operational files.
• Experience maintaining and updating master files or similar documentation.
• Ability to prepare logistical documents such as tracking sheets, rosters, and summaries.
• Ability to obtain Tier 2 IT security clearance through the Department of Health and Human Services Administration for Children and Families.
  
  

Preferred Qualifications

• Experience managing a shared or high‑volume inbox and routing inquiries promptly.
• Experience with OHS monitoring reviews and/or federal compliance frameworks.
• Experience with federal contracting.
• Proficiency in the following systems: Trip Circuit/Grasp Reporting; Concur; Conferma; and/or Salesforce.
  
  

Manhattan Strategy Group (MSG) is an Equal Opportunity Employer and considers all qualified applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. Our hiring decisions are based solely on merit and qualifications, ensuring a fair and competitive selection process.