Program Specialist IV

Overview:

The Program Specialist will coordinate all administrative and program support for an assigned training program, including classrooms and course materials, travel arrangements, training and support staff, equipment, materials and supplies, and other support requirements to ensure the successful delivery of the assigned training program.

Primary Responsibilities:

• Supports instruction delivery, classroom preparation, course handouts, and orientation/graduation ceremonies for the assigned training program
• Ensures completion of administrative requirements including travel orders and arrangements; lodging; scheduling of facilities and instructors; and preparation of equipment/materials
• Supports coordination activities and correspondence involving Program Managers, Registrar/staff, instructors, students, and other training program stakeholders
• Assists Subject Matter Experts (SMEs) and curriculum development staff in the creation and update of lesson plans, instructor guides, student guides, practical exercises, and other course material in accordance with Foreign Affairs Security Training Center (FASTC) standard operating procedures and Federal Law Enforcement Training Accreditation (FLETA) standards
• Supports budget and finance personnel on annual course budget preparation to include funding for student travel and per diem
• Ensures the efficient use of assigned resources
• Assists in database and record management and report preparation, as directed
• Ensures student records, class evaluations/surveys, and other class administration documents are collected, maintained, and submitted according to standard operating procedures
• Resolves technical and administrative problems that occur before and during training delivery
• Performs tasks associated with ordering, receiving, unpacking, storing, assembling and issuing supplies, materials and equipment
• Supports vehicle scheduling in preparation for and during training exercises, graduation ceremonies, and other times when official transportation is needed
• Coordinates vehicle preparation (fuel, oil, tires, cleaning) and usage with the fleet management office
• Operates U.S. government vehicles as necessary in the performance of assigned tasks
• Picks up and delivers official mail and special delivery items
• Escorts un-cleared personnel when necessary
• Assists in class coordination, administrative duties, and practical exercises for other courses within the Program Office
• Employs applicable Department of State security standards and procedures to protect National Security information
• Performs other related duties as assigned
• Exercises independent judgment and initiative daily and requires infrequent supervision; recommends and implements improvements to administrative and program support functions, processes, and procedures about the assigned training program

Supervisory Responsibilities:

None

Education and/or Experience:

• Must possess a high school diploma; an Associate’s or Bachelor’s Degree or equivalent experience is preferred together with nine (9) years of progressively responsible administrative experience
• A minimum of two (2) years fulfilling the duties of a Program Specialist III or equivalent experience
• Extensive program management experience in a training and/or educational environment
• Strong organizational, interpersonal, oral and written communication skills

Knowledge, Skills, and Abilities:

• Expert knowledge of and experience with administrative and program management functions
• Working knowledge of MS Office suite and/or other general office applications
• Working knowledge of military, law enforcement, and/or Government security operations; Detailed intensive knowledge of training course administration/logistics
• Knowledge of training and instructional methodologies related to adult learning preferred
• Knowledge of supply and logistics record keeping/management (supply/logistics forms, supplies, materials inventory, and status report preparation) a plus
• Ability to handle multiple tasks simultaneously
• Must be able to work in a collaborative, team environment
• Must hold a valid driver’s license and be willing and able to drive official US Government vehicles up to and including 16-passenger vans

Certificates, Licenses, Registrations:

Driver’s License

Security Clearance:

• Possess or be able to obtain/maintain a SECRET security clearance.
• Must be a U.S. Citizen.
• Must be able to maintain required Security Clearance/access approvals.

Physical Demands:

The physical demands that will be required inside the workplace and for