Special Projects Coordinator and Assistant to the Department Manager

Department: Participation and Contributions (ParCon)

Reports To: Participation and Contributions Department Manager

FLSA Status: Exempt

The Special Projects Coordinator and Assistant to the Department Manager (SPCA) is a key contributor within the Participation and Contributions Department (ParCon). This role supports strategic initiatives and provides high-level assistance to the Department Manager, helping to lead operational improvements and ensure effective execution of department-wide responsibilities.

The SPCA will manage special projects across functional teams, assist with employer participation requests and compliance filings, and contribute to ongoing development and testing of internal systems. The role requires strong analytical, organizational, and communication skills, as well as the ability to manage multiple priorities in a fast-paced environment.

Essential Responsibilities

• Lead and coordinate special projects assigned by the Department Manager across multiple functional areas.
• Support the preparation and review of Local Union and Special Group Participation requests for Trustee consideration.
• Maintain and update departmental Standard Operating Procedures (SOPs) in collaboration with supervisors.
• Coordinate with the Information Systems Department to publish participation agreements to the Fund’s website.
• Compile and prepare compliance documents including Schedule R, PPA Certifications, and Summary Plan Information.
• Monitor employer status codes and assist with tracking of delinquent, withdrawn, or closed employers.
• Analyze nondiscrimination surveys and help gather missing employer data (e.g., tax IDs, ownership information).
• Support Employer Withdrawal Liability processes, including report preparation and annual local union notifications.
• Contribute to the design and development of internal platforms such as PEERS and UARS.
• Assist with the creation and implementation of a department-wide email archiving policy.
• Participate in testing system upgrades and recommend process improvements related to regulatory or plan changes.
• Help define and monitor productivity metrics and KPIs.
• Perform other related duties and responsibilities as assigned by the Department Manager to support departmental goals.

Confidentiality Requirement

Due to the nature of this position, the Special Projects Coordinator and Assistant to the Department Manager will have access to highly sensitive information, including employer data, internal project initiatives, and strategic decisions made by Fund leadership. Absolute discretion, trustworthiness, and sound professional judgment are essential. Maintaining confidentiality of all proprietary and organizational information is a core requirement of this role. Breaches of confidentiality may result in disciplinary action, up to and including termination of employment.

BENEFITS: Located in the beautiful Old Town Alexandria, VA, the United Association National Pension Fund offers a competitive salary and a comprehensive benefits package designed to protect you and your family. Our employer-paid benefits include medical, prescription drug, dental, and vision coverage, as well as short and long-term disability benefits. We also offer a defined benefit pension plan, a 401(k) plan, flexible spending accounts, and free parking. 

• Bachelor’s degree preferred; at least four years of relevant experience in employee benefits or project coordination required.
• Strong interpersonal, organizational, and written communication skills.
• Proven ability to conduct research and present findings clearly and effectively.
• Ability to manage multiple projects under tight deadlines.
• Proficiency in Microsoft Word, Outlook, PowerPoint, and advanced Excel (including formulas, charts, pivot tables).
• Experience with automated systems and data processing tools; ability to collaborate with IS professionals.
• Prior experience in a pension fund office or multiemployer environment is preferred but not required (training provided).

The above statements are intended to describe the general nature and level of work being performed by the person assigned this job.  They are not intended to be an exhaustive list of all responsibilities, duties, and skills required or measured.