Place of Performance: Washington, D.C. (Telework Subject to Approval)
SCOPE: The Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs’ Research and Evaluation Unit (R/PPR/REU) is actively seeking Program Assistant to provide administrative and program support and assistance to the unit.
- Must be a U.S. Citizen
- Active Secret Clearance
- A Bachelor’s Degree is required
- Demonstrable experience in project management and stakeholder engagement.
- Exceptional communication skills, with fluency in modern technology collaboration tools including G Suite, Slack, etc.
- Proficiency in Microsoft Office suite.
- Ability to approach problems analytically and holistically, considering the individual problem and the impact on the larger system.
- Adaptability to work flexibly and efficiently in a rapidly changing environment.
- Demonstrated curiosity in continued learning and growth on the job.
- Openness to critique (including from other disciplines), curiosity to learn from a spectrum of perspectives, and experience or strong interest in collaborating closely with others.
- Strong ability to focus on and understand the needs of clients, as well as build and maintain strong working relationships.
- Knowledge of administrative management and organization principles, concepts, methods, and practices to provide a variety of administrative support functions that contribute to the smooth and efficient operation of the Office.
- Knowledge of applicable Department of State administrative rules, regulations, policies, and procedures, particularly concerning time and attendance, document clearances, and travel, to ensure compliance with applicable requirements.
- Ability to interact effectively with individuals at various levels to provide advice, information, and assistance.
- Ability to work cooperatively in a team environment in order to meet the demands associated with a high volume, results-driven office.
- Ability to plan, organize, and prioritize work to efficiently accomplish multiple, concurrent assignments with tight deadlines.
- Skill in the use of the Microsoft Office suite (Outlook, Word, Excel, PowerPoint) in order to prepare, present, and exchange program information.
- Ability to communicate effectively, both orally and in writing, to provide information and assistance, draft a variety of written documents, explain policies and procedures, and establish and maintain liaison
DUTIES AND RESPONSIBILITIES:
- Project Management. Works with team leads to manage research and evaluation projects. Helps define and track project scope, goals and deliverables. Works with senior analysts to define tasks and required resources. Works with team lead to identify project team and allocate project resources. Creates schedule and project timeline and tracks deliverables.
- Client Management. Serves as single entry POC for new inquiries and projects, logging requests and ensuring timely follow-up. Manages team intake process. Identifies and recommends the most effective way to resolve inquiries from missions abroad, including through self-help resources, consultations, training, and in-depth project support. Answers inquiries, with support from other personnel as required.
- Assists posts in navigating and selecting project indicators using new standardized program outcomes and indicators application.
- Data Analysis. Provides backup support on data analysis. Supports senior analysts with data analysis and cleaning tasks. Reviews data to identify and correct coding errors and data formatting. Conducts basic statistical analysis tasks as directed by a senior analyst.
- Produces with minimal supervision routine correspondence, reports, and other documents, including coordinating the drafting process with R, R/PPR and other PD stakeholders throughout the Department of State, including within the regional and functional bureaus.
- Prepares materials for use by the REU at meetings and conferences; designs and prepares creative visual presentations using PowerPoint, Google Slides, Photoshop, and other applications.
- Prepares background material and reports for meetings with stakeholders.
- Provides program and project management support including:
- Developing systems and processes to support the projects.
- Organizing, coordinating, and staffing regular meetings for the projects.
- Drafting cables and record emails to inform posts about the projects.
- Drafting talking points, memoranda, and documents.
- Taking accurate minutes of meetings.
- Tracking implementation of office projects.
- Responding to basic inquiries about the projects; and,
- Supporting R/PPR staff on related and additional tasks as needed.
DECISION MAKING/JUDGEMENT: This position involves projects and/or assignments requiring considerable decision-making authority regarding procedures, processes, plans, and schedules. Ability to work independently or in a team setting is necessary.
PHYSICAL DEMANDS/WORK ENVIRONMENT: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Needs ability to use a keyboard to enter and retrieve data. .
- Must be able to lift 5-20 pounds.
- Remaining in a stationary position, often standing, or sitting for prolonged periods.
- Moving about to accomplish tasks or moving from one worksite to another.
- Local travel may be required.