Program Support Specialist- 536199

The Bureau of Overseas Buildings Operations (OBO) directs the worldwide overseas building program for the U.S. Department of State. Working with other offices and bureaus, foreign affairs agencies, and Congress, OBO sets worldwide priorities for the design, construction, acquisition, maintenance, use, and sale of real properties and the use of sales proceeds. As the single real property manager for the U.S. government's diplomatic facilities overseas, OBO's portfolio spans more than 280 worldwide missions and over 80,000,000 square feet of functioning property. OBO's primary mission is to provide safe, secure, and functional facilities that represent the U.S. government to the host nation and support the Department's staff as they work to achieve U.S. foreign policy objectives abroad.

The Program Development, Coordination, and Support Directorate (PDCS) is responsible for the design, coordination, and management of OBO's construction and renovation programs.

The Office of Design and Engineering (DE) provides expertise in architecture; landscape architecture; space programming; space planning; interior design; graphic design; sustainability; civil, structural, seismic, blast, geotechnical, electrical, and mechanical engineering; energy; telecommunications; and security. Working with Planning and Real Estate, DE develops the Space Requirements Programs (SRP) which serves as the basis of design for all projects. DE also coordinates the design of OBO's building program, managing designs from planning through construction. DE monitors the performance of architecture-engineering contractors hired to execute OBO's projects. The office serves as the building code official, confirms the technical adequacy of construction documents, and issues building permits. The Energy group (NRG) provides multidisciplinary expertise for high performance buildings, planning, design, engineering, construction, utility management, and maintenance of OBO projects.

• The Program Support Specialist shall assist the Office Director and Division Chiefs to ensure that assigned tasks and office operations are effectively coordinated and scheduled.
• Prepares / reviews correspondence, reports, presentations, and other documents while ensuring correct grammar, punctuation, and in accordance with established procedures/regulations.
• Assists with collecting, organizing, and incorporating data for a wide range of documents (e.g., Project Authorization Documents and Memoranda, Course of Action, and Project Development Package, etc.)
• Types and edits letters, memoranda, cables, reports, and other material as directed, using office automation software and equipment; and drafts some correspondence under appropriate supervision
• Schedules meetings, appointments, and conferences (sometimes large scale in nature) in accordance; remind attendees of scheduled events to ensure prompt and timely attendance; reschedule appointments when it is clear not all commitments can be made or contact other personnel to attend meetings in lieu of the supervisor, when necessary.
• Provides necessary assistance to the Division Chief for meetings and conferences to include scheduling, taking, and distributing meeting minutes and following up on assigned actions, etc.
• Receives visitors, phone calls, and email requests; determines nature of request/urgency and answers or refers to the appropriate person; follow up as needed.
• Reads incoming publications, regulations, and directives that may be important to the activities of the staff; refers those of importance or interest to appropriate individuals; receives requests for information and ensures information is assembled within the specified time
• Tracks and completes time and attendance requirements.
• Makes travel arrangements and prepares travel orders and vouchers in accordance with the preferences of the traveler and in accordance with Department and Federal procedures and regulations; notifies organizations to be visited; keeps in touch with staff in route.
• Research information that is difficult to obtain, compiles data, makes preliminary analysis for the supervisor or other staff officers, as appropriate.
• Maintains files, records, and reports accurately through spreadsheets, charts, graphs, etc.
• Supports program activities; assists in coordinating the implementation of projects within a portfolio.
• Aid in managing program budget formulation; analyze budget proposals and assists with preparing justifications and memoranda for presentations to OMB and Congress.
• Aid in evaluating program effectiveness in relation to the funding expended for regional programs.
• Performs administrative duties when required to support program requirements.
• Aids in requisitioning office supplies, printing support, and related materials.
• Communicates with Office m