Program Assistant- Office of EX/ GSD

Overview

The Work

The Program Assistant will be responsible for the efficient office administrative operations and functions and the liaison between other offices. The qualified candidate will be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and executing the day-to-day office operations.

Responsibilities

Key Responsibilities

 

Office Administration:

• Provide administrative and management support to senior management.
• Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed.
• Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed.
• Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform staff time and attendance and reporting, manage and secure classified/SBU documents.
• Process incoming/outgoing personnel checklist, arrange conference room scheduling, perform office supply management duties.
• Provide special event coordination, escort visitors, process visitor building access, answer and route incoming/outgoing phone calls.
• Process and track personnel leave requests, monitor and track motor vehicle fleet monthly usage mileage and gas expenses.
• Coordinate and respond to data calls; assist bureau staff on special projects.
• Collect, compile and coordinate processing of the Weekly Activities Reports (WARs).
• Assist with program management activities within the bureau directorate.
• Perform travel coordination by preparing authorizations and making reservations for Government employees using E2 Travel Solutions application, as required.
• Record, draft and prepare meeting minutes, as required.
• Maintain, update and track multiple Outlook calendars and schedules.
• Track the annual employee performance evaluation reports and documents.
• Set-up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad.
• Maintain proficiency in MS Office Suite, Visio, Outlook, and Project.
• Maintain expertise in managing SharePoint databases.

 

Program Support:

• Track assigned tasks and monitor progress and/or overdue action items.
• Prepare various analytical reports and draft administrative and policy documentation.
• Create and update PowerPoint presentations for ongoing projects and briefings.
• Maintain various spreadsheet reports to assist in data analysis for senior management.
• Draft and process electronic country clearance (eCC) requests for travelers both contract and government personnel.
• Assist in the preparation of policy documentation and disseminate to appropriate Front Office personnel.
• Devise and maintain a systematic approach to the organization's Shared drives document repository and update information posted on SharePoint sites, as required.
• Perform Front Office liaison activities and facilitate communication across organizations.
• Review and analyze program history to identify issues or trends which may have bearing in determination of future program direction for discussion.
• Assist in the identification, development, and tracking of internal and customer focused policies and procedures for cross-cutting issues.
• Track staff assignments, advising managers of progress and/or overdue action items.
• Prepare a variety of analytical reports, memoranda, and written materials on various administrative and policy issues.

Produce a variety of reports, tracks suspense actions, produce charts, create specialized databases, or prepare presentation materials from software programs

Qualifications

Qualifications – Here’s What You Need

• High school diploma and must have a minimum of five years office experience and experience supporting high level officials OR

4 years of directly related administrative and technical experience.

• Active Secret clearance is required for this position.
• Knowledge of office management systems and procedures.
• Experience with EZ and E2 Travel Systems.
• 2-5 years of experience managing Federal travel.
• Experience with Federal Travel Systems.
• Intermediate level knowledge of Federal Travel Regulations (FTR) and Joint Travel Regulations (JTR).
• Has a thorough understanding of travel policies and regulations, CONUS and OCONUS.
• Must be able to pass a background che